Administrative Assistant

JOB TITLE & PURPOSE OF THE JOB

Job Title: Assistant Indusrial Management

Job Code: GM-AS-00

Purpose of the job:

Under supervision of the Indusrial Management, performs administrative work to assist in the coordination of all activities;

This includes supporting the management team and executes administrative tasks with competent, dynamic and friendly skills. A wide-ranging and responsible role requiring strong administrative‚ IT‚ organisational and communication skills and a proactive 'can-do’ attitude.

POSITION IN THE ORGANISATION

Organisation structure:  

PLatsburgh Site - Industrial Department

Reports directly to:

Director of Operations Plattsburgh

Network & Links   

Internal

• Providing explanations and support and exchanging information between and with  Industrial Department /  Operations and Methods and HR, Finance2, Managing Director as required
• Administration and payroll guidance and asistance for associated departments

External

• External Suppliers (hotels, Car rental,….)
• Travel agencies
• Other sites for training and visitor as needed

ACCOUNTABILITIES & AUTHORITIES

This list of responsibilities is not all-inclusive and may change, be added to or deleted at any time by manager/supervisor

Following List is for Industrial Department Activites

• Act as the point of contact between the Top Management of Industrial Department
• Undertake the tasks of receiving calls, take messages and routing correspondence for Industrial Department
• Handle requests and queries appropriately
• Maintain professional and personal agenda, arrange meetings and appointments and provide reminders for Indusrial Department
• Produce reports, presentations and briefs
• Develop and carry out an efficient documentation and filing system
• Travel management ; Creation and end to-end management of all travels in relation with the travel agency and management of VISA processes and expense claims
• Invoice management; Suppliers creation, purchase Orders creation and follow-up with suppliers and accounting department with managing expenses
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Maintaining computer system by updating and entering data/Creating and distributing documents
• Take charge of all Purchase Request, Purchase Orders including managing external vendor queries

Performance measurements:   

• Service delivery accuracy, robustness, timeliness
• Efficiency of logistics management

EXPERIENCE PREREQUISITES & REQUIRED COMPETENCES

Educational Requirements

Mandatory:

• Associate degree in HR-related field required

Desirable:

• Bachelor’s preferred

Experience  

Mandatory:

• 5+ years’ related to an executive administrative assistant, senior executive assistant or in other secretarial position
• Proficiency in MS Office with expertise in Word, PowerPoint and Excel
• Confirmed experience in verbal and written business correspondence in both Local language and English
• Full comprehension of office management systems and procedures

Desirable:

• Knowledge of SAP success factors, having worked in a matrix environment/structure.
• Knowledge of Finance and/or HR is a plus

Competencies & Skills 

• Excellent problem solving, critical thinking and communication skills
• Proactive and efficient responses to pressing issues and challenges
• Exemplary planning and time management skills
• Ability to multitask and prioritize daily workload

• Excellent organization & planning capabilities
• Discretion and Confidentiality
• Knowledge of communication tools (Outlook, Teams)
• Strong interpersonal skills