Job Overview

This role is required to provide administration support to our Senior Management Team and partner with other Administration Executives in coordinating activities such as Calendar Management, Site Visits, Events, Travel etc.

Supporting 3 Senior Managers on different Time Zones so Needs to be Flexible with Working Hours 

Job Responsibilities

• • You will work closely with designated Senior Managers and respond to requests from them
• • Work in a pro-active manner, anticipating the needs and requirements of each Senior Manager.
• • Build strong and professional working relationships with Senior Managers and colleagues.
• • Portray a positive and professional image of each manager when dealing with other areas of TE and outside agencies and organisations.
• • Work closely with all departments across the company demonstrating discretion and professionalism at all times.
• • Calendar management, with some administration of emails and communications as needed.
• • Organize travel arrangements for Senior Managers in conjunction with the company travel co-ordinator and online system.
• • Preparation and submission of Senior Managers expenses.
• • Co-ordinate meetings for Senior Managers (including booking meeting rooms, supporting technology, presentations and organizing refreshments when necessary).
• • Proactively assist in the preparation of company presentations, documentation, letters, reports, etc.
• • Projects on an as needed basis for example, Workshop Co-ordination; Data Analysis; Training; Research; Communications; Process & Cost Improvements; Office 5S+1, etc
• • General office management.
• • Ability to multi-task and deliver on requirements while prioritising sometimes conflicting needs.
• • Provide cover, as required, for other administration staff.

What your background should look like

• • At least 3 years’ relevant experience at senior Administration level.
• • Ideally will have multidisciplinary global org experience and will be familiar with various time zones
• • Maintains strictest discretion, professionalism and confidentiality.
• • Presents a professional, pleasant and approachable manner, with excellent communication skills both written and oral
•   Ability to work under  pressure and prioritize work while being flexible in approach and timing.
• • Ability to support a number of Senior Managers.
• • Confidence in dealing with people at all levels in the company.
• • Excellent computer skills (Excel and PowerPoint in particular) including MS Office, on line booking / expense tools etc.
• • Strong team player.
• • Ability to work on own initiative; be proactive and anticipate support needs; drive initiatives to completion.
• • Highly organised with an attention to detail.

Competencies