Purpose & Overall Relevance for the Organization:
* Provide a high level of administrative support to the superior and his/her department to ensure efficient management and running of the function on a day to day level.
Key Responsibilities:
* Take charge of routine correspondence to ensure timely and accurate response
* Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
* Maintain and update department files, records, (organizational) charts, subscriptions and publications
* Receive and screen telephone calls, monitor mail entry and administer the department owned e-mail accounts
* Support team in creating announcements and newsletters
* Assist in creating/revising of presentations
* Schedule internal and external meetings/conferences
* Coordinate and execute all travel arrangements for team members including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and solving standard problems in reasonable timeframe
* Complete travel expense reports
* Handle the department cost-center, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions
* Key contact point for information management (e.g. intranet), ensure content of the intranet is up to date
* Assist in and coordinate projects and assignments as requested/directed (please give examples)
* Handle assigned operational tasks of respective department under supervision (please give examples)
* Support team as well as management