The Personal Administrative Assistant manages the day-to-day operational and administrative activities of the Vice-President by setting and monitoring his schedule, organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system, and following-up to ensure timely responses. Schedule appointments and maintain calendar for VP and Management Team; coordinate arrangements for staff meetings, business travel, seminars etc. in order to ensure that supervisor’s agenda and itineraries are efficient and effective. Preparing for meetings and arranging teleconferences often over different time zones.
The Personal Administrative Assistant receives and prioritizes VP’s correspondence and takes action in drafting correspondence and forwarding for action and/or distributing for information. Responds to the VP’s electronic mail as requested by the VP.
The Personal Administrative Assistant obtains, compiles and extracts information from files, publications, internet, Centre databases and other sources to prepare documents and briefing papers.
Organizes meetings, including but not limited to, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts minutes and circulates to participants.
Prepares all aspects of VP’s travel, from travel approval to preparing expense reports, trip program, and first draft of the trip report, etc.
Reviews for policy compliance the expense reports that the VP approves. Audits the travel expense reports of those staff members who report directly to the Vice-President. Maintain personnel data on unit employees including information regarding vacations, absences, overtime etc. and maintain suspense files for supervisors in order to ensure that all documents are handled properly.
Receive, date stamps and distribute department mail in order to ensure information is directed to the appropriate teams. Receive and escort visitors in a courteous and positive manner; take, screen and route telephone calls to appropriate individual or department; process, coordinate and follow up with vendor accounting on bills received for payment and expense reports in order to maintain The Company public image.
Review various reports, such as budget variance and telephone/expenses logs, for accuracy, advise supervisor of discrepancies; gather, research da
Personal Administrative Assistant
Qualifications Education:
• Diploma in Secretarial/Business Administration
Experience and Knowledge of the Personal Administrative Assistant:
• 5 years relevant working experience, preferably in large multi-national organization.
• Good communication & interpersonal skills
• Proficient in MS office applications (Word, Excel, Powerpoint, and Access).
• Fluent in English & local language
Personal Attributes of the Personal Administrative Assistant:
• Self-motivated
• Mature, independent & experienced
• Willing to work under pressure
• Pro-active, detail-oriented, organized and structured
• Flexible, service oriented, “Can-do” mentality.
• Discreet
We Offer the Personal Administrative Assistant:
- Competitive salary and benefits package.
- Dynamic and challenging work environment.
- Opportunities for personal and professional growth.
- A role at the heart of the logistics industry in Europe.
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WerkCentrale Nederland is aangesloten bij de NBBU CAO. De NBBU is dé brancheorganisatie van professionele intermediairs op de arbeidsmarkt. We behartigen de belangen van ruim 1.300 brede dienstverleners in de flexbranche: uitzendbureaus, payroll ondernemingen, zzp-bemiddelaars en andere intermediairs op de flexibele arbeidsmarkt. Meer info.
Dit bedrijf biedt wereldwijde freight forwarding, douaneafhandeling, distributieoplossingen en supply chain consulting. Ze helpen bedrijven met internationale handel door efficiënte transport- en logistieke diensten te leveren, inclusief lucht- en zeevracht, douanedocumenten en e-commerce ondersteuning. Hun focus ligt op het optimaliseren van supply chains en het naleven van internationale handelsregels.
