Job Description

Key Responsibilities:
Administrative Management:

• Managing the MDs schedule.
• Organization of travel for the MD and Exco (booking of trips, logistical coordination with the teams on site, preparation of the agenda, visa application, etc.)
• Organization of meetings (coordination of agendas, room reservations, room service orders, etc.)
• Preparation of expense reports
• Management of invoices (creation of suppliers and purchase orders, follow-up of receipts) and signature of documents
• IT interface, supply orders, business cards, courier services, guest Wi-Fi

Communication with the extended team:

• Organization of seminars (search for venues, coordination of service providers, preparation of the agenda, logistical follow-up)
• Management of the Teams network by being the interface with the other Departments
• Document formatting / translations

Office Management:

• General office admin (ordering of grocery and stationery items, gardening services etc.)

Requirements & Competencies:

• Diploma or degree level education in business, communications, office management, or a related field
• Computer literacy and competent in working with SAP, Syspro, ClickView, Microsoft Office: i.e. Excel, PowerPoint - essential.
• Proven experience as a Personal or Executive Assistant in a fast-paced, high-level environment
• Strong work ethic and ability to work under pressure
• Self-motivated, with the ability to work independently and take initiative
• Excellent verbal and written communication skills
• Effective problem-solving abilities and a proactive approach
• Willingness to work flexible or extended hours when needed
• High level of confidentiality and discretion
• Professional demeanour and strong interpersonal skills
• Meticulous attention to detail and accuracy in work
• Strong time management, organizational and prioritization skills
• Curious, adaptable, and solution-oriented mindset
• Ability to multitask and manage multiple priorities seamlessly