Senior Personal Assistant / Senior Office Administrator
ABB Transmission & Distribution
Total years of experience :5 years, 9 Months
Scheduling and management of CEO’s diary, maximizing effective utilization of time, arranging and managing appointments both internally and externally.
Scheduling regular review meetings.
Taking calls / managing interfaces and tracking the location of the CEO’s direct reports.
Review all expenses / travel requests / expenditure leave requests and ensure that it is in line with company policy prior to presentation to CEO for review / approval.
Support the senior management team (Direct Reports of CEO) in relation to creation and printing of documents / presentations and other material.
Complex diary and calendar management
Complete expense claims for all senior management.
Support the senior management team.
Update the Group Organization chart on a quarterly basis for upload on the Intranet
Office Management:
Manage the reception function and ensure that it is professionally managed.
nsure that the office has the associated services operating including kitchen, cleaning etc.
Manage the schedule for the meeting rooms at the company.
Travel:
Arrange and manage all travel arrangements for the senior members of staff located in the head office including flights / pick up / accommodation / liaising with local offices etc.
Ensure that the passports and all visas for the senior members of staff located in the head office are kept up to date.
Meetings:
Arrange meetings for senior members of staff including venue, travel and accommodation for all attendees (where required).
Arrange the travel and hotel bookings for all board meetings.
Take the minutes of meetings and ensure that they are issued in a timely manner.
Follow up on the action items on a regular basis and escalate where necessary.
Review and cross reference meeting minutes to ensure that items are being clearly closed out on a consistent basis.
Document Management:
Act as the interface and manage the document flow and associated tracking, transmittals and approval / authorizations of POA’s / Partner agreements / authorization requests etc. for the senior management.
Where special / one off issues or projects are underway, act as the main interface for the sending, receiving, co-coordinating and filing of information on the subject e.g. standard company documentation being issued to parties,
Manage all filing within the senior executive office including key information that should be stored in a structured and consistent manner. This includes all meeting minutes / presentations contact details etc. so that they are easily accessible and continually up to date.
Ensure that the integrity of the documentation is maintained and that confidential documents are treated in the appropriate manner.
Ensure accuracy of information and that there is attention to detail when collating documents / presentations etc.
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- Arranging conference call for management.
- Arranging hotel & flight tickets for CEO & ED.
- Claim the monthly expenses of the CEO & ED.
- Arranging courier services.
- Arranging meeting and send the invitation to all concern persons (using outlook mail).
- Daily diary managementfor the CEO & ED.
this is for example duties not limited.