Job Description Summary

Administrative and Executive Support to Site Leader

Job Description

Roles and Responsibilities

• supporting Site Leader in his/her daily duties, including keeping a calendar
• organizing meetings, coordinating logistics
• acting as a key point of contact for the team and meet and greet visitors
• cooperation with external service providers in organizing meetings and business trips
• supporting the circulation of documentation between stakeholders and other organizational units
• preparing reports and presentations, summaries and materials for meetings and other necessary documents,
• Basic understanding of key business drivers; uses this understanding to accomplish own work. Good understanding of how work of own team integrates with other teams and contributes to the area.
• May have some autonomy to make decisions within a defined framework. Resolves issues in situations that require good knowledge and judgment within established procedures. Consults more senior team members for issues outside of defined policy/parameters.
• Handling confidential information.
• Manage information flow in a timely and accurate manner
• Manage Site Leader’s calendars and set up meetings
• Make travel and accommodation arrangement
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings

Required Qualifications

• For roles outside of the USA- This role requires basic experience in the Business Development & Administrative Support. Knowledge level is comparable to a Bachelor’s degree from an accredited university or college ( or a high school diploma with relevant experience).
• For roles in USA – Bachelor’s degree from an accredited university or college (or a high school diploma / GED with at least 6 years of experience in Job Family Group(s)/Function(s)).
• Work experience as an Executive Assistant or similar role
• Excellent MS Office knowledge
• 5+ years of executive admin experience
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality

Desired Characteristics

• Strong oral and written communication skills. Ability to document, plan, market, and execute programs.

  Note:

  
  To comply with US immigration and other legal requirements, it is necessary to specify the minimum number of years’ experience required for any role based within the USA. For roles outside of the USA, to ensure compliance with applicable legislation, the JDs should focus on the substantive level of experience required for the role and a minimum number of years should NOT be used.

Additional Information