This role has two major areas of support:
To provide administrative support to the Group CEO.
Provide support and oversight of the office administration functions and other duties as may be required for successful organizational results.
Duties and Responsibilities include:
Management of the CEO’s calendar
Management of Executive Travel/ Group travel arrangements
Renewals & applications for Executive membership – airline, hotel, car hire, credit cards etc
Reviewing of Executive management mail/incoming correspondence, sorting, and filing as required
Providing reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members
Filter calls, enquiries, etc for the executive
Prepare correspondence and communications (as it pertains to the executive management team)
Prepare and edit presentations , assist with projects as required
Complete research projects as required; analyze and assemble data for report preparation
Miscellaneous administrative support as required (e.g. Exec Travel bookings, Credit card balance monitoring, renewals of personal documents, counsulate visits, rental agreements etc.)
Taking of minutes at requested meetings and completion of draft minutes within specified timelines (ad-hoc)
Preparation of draft agendas, meeting prep, other documents (as required)
Tracking of attendance, quorum, agenda item requests for scheduled meetings
Organize corporate meetings; orchestrating conference calls, catering requests
Support in organizing events and conferences (attendance and exhibitions)
Oversee, manage, and coordinate facilities for the CEO’s office and personal premises
Maintain overall high confidentiality level associated with performing duties as assigned
Qualifications and/or Experience:
Two to three years’ experience as an Executive/Personal Assistant. One to two years’ experience in an office support role, preferably at a coordinator or equivalent level is preferable
Understanding of working with senior management, Boards members and/or Committees
Full working level proficiency of English, German and Italian
Excellent knowledge of MS Office (Word, Excel, Powerpoint, Outlook)
Strong attention to detail, accuracy and efficient organizer
Excellent ability to build relationships with all staff & customers/clients
Proven self-starter, able to initiate and complete individual projects
Exceptional interpersonal skills, proven ability to work collaboratively as part of a team in a deadline driven environment.
Able to prioritize in a fast-paced environment while maintaining composure
Ability to discreetly handle sensitive and confidential information
Ability to provide high level, priority management and calendar management support to executive management.
Communication: Uses multiple communication strategies to gain support and commitment from others and mobilize them to take action.
Customer Focus: Works to determine ‘customer’ (internal, external) needs and actively improve value chain in terms of service and delivery excellence.
Results Orientation: Focuses on achieving goals and holds self and others accountable for expected results. To be successful in this position, the candidate must be results oriented and have the demonstrated ability to effectively prioritize workflow.
INTEREL Values: Understands and acts in accordance with organizational values; is widely trusted.
Adaptability to Change: Adjusts to change and uncertainty, able to shift gears and can act in ambiguous or uncertain situations.
Collaboration / Teamwork: Fosters cross-unit collaboration and builds and facilitates teamwork to achieve results.
Conflict Resolution: In conjunction with others, works to take a proactive approach to anticipating, preventing, and solving problems.