The Sr. Executive Assistant role will be focused on the day to day running of the Sales Region Europe. Tasks will be varied in their content including administrative duties to the function, liaising with colleagues located across various international sites, attending meetings, note taking, diary management, liaising with both internal and external customers and senior/Executive management.
Professional capability in the Sr. Executive Assistant role is displayed when the smooth running of the function occurs a result of the day-to-day activity of the Head of the Region being aligned to that of the wider team. The following responsibilities show the main tasks that need to be carried out by the incumbent:
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Plans the working day; diary management, production of correspondence, preparation of meeting material, co-ordination of meetings, completion of forms, co-ordination in the absence of the executive meetings, calls, reception, etc.);
• Provides support for the activities of the Head of Sales Region Europe (organizing meetings, negotiations, etc.);
• Performs work on the preparation of meetings and meetings held (collecting necessary materials, notifying participants of the time and place of the event, the agenda, their registration), maintains and draws up minutes of meetings and meetings as necessary;
• Extensive, proactive coordination of global travel for the Head of Sales Region Europe and possible team members including schedules, visas and accommodation;
• Proactive forward planning of diaries to ensure travel plans and meetings are scheduled and updated and that any conflicts are resolved in a timely manner;
• Co-ordinate and prioritize work requirements of the executives;
• Take ownership of general enquiries from internal and external sources and filter requests for the executive’s involvement.
• Ensuring prompt and effective communication between the various business units and Territories;
• Act as a key first point of reference for internal and external contacts during executive’s peak workloads and absences;
• Implements projects jointly with the Chief of Staff;
• Provide continuity to internal and external contacts during executive’s peak workloads;
• Take ownership of general enquiries from internal and external sources and filter requests for the executive’s involvement;
• Smooth administration of internal procedures (a.o. follow up on approvals in internal tools)
• Oversee the overall travel costs and expenses approvals, check on high spendings;
• Provide administrative support on official documents signatory;
• Challenge people to deliver actions by the date agreed.
• Manage assigned projects