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Secretarial/Administrative Assistant Nr ref.: /JOBS.pl Role: Secretary/Administrative Assistant A global Telecommunications & Aviation organisation are currently recruiting for an experienced Secretary/Administrative Assistant to join there current team. This exciting opportunity to work in an innovative and challenging environment would suit a permanent minded individual. Responsibilities: Call, Mail and Action Items Analyzing incoming mail-paper and e-mail and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches the Department Office to ensure timely responses and following-up of actions On personal initiative or on instructions, collecting information and documents necessary for the Department Staff to take action on given issues Follow-up of the new projects proposal and keep track of the status Coordinating actions with other assistants of the directorate Answering incoming calls and performing a pre-screening of these calls for direct connection with the Department Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up Administration Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters. Interfacing and coordinating activities and meetings with the other departments and support on administrative matters related to use of the relevant systems. Check for correct authorization, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures). Drafting of replies to correspondence and inquiries as appropriate and handling of the registration and distribution of correspondence and filing. Meetings and Missions Planning/coordinating the Department Head commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern Preparing/coordinating and monitoring the timely completion of the Directorate's inputs for Senior advisor's meetings supervising the preparation of files for such meetings and special subjects Preparation of the Department Head's missions and travel arrangements Organizing VIP events and participation of the Department Head to any other events as required by her/his position Documentation Collecting and filing of documentation and in particular legal and financial documents Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse, Sharepoint and Daptiv General tasks to be performed: The work package covers provision of secretarial and administrative support to organisational entities (Divisions, Services, Offices) and Projects (called Unit herein). It includes the following tasks: Provision of various logistic support to the Unit. Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel. Ordering of office supplies and maintenance of stationary. Room and resources bookings for meetings and/or events falling under the responsibility of the Unit. Administration and handling of shipment of goods and express mail. Tasks related to documentation management, distribution/registration of mail and documents. Organization of agenda and of meetings. Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users. Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit. Participation to organisation of events (eg workshops, conferences) as required. In addition to the above that correspond to standard activities in support to an organisational unit, the work package may also cover the following tasks: Support to the Project Review Process Support to visitor service: including access control, preparing visa applications, distribution of information material. Site administration: including periodical update (eg daily) of site schedule, updating and distribution of the site telephone list. Participation to the preparation and the publication of internal and external documents, including editing and proofreading. Data collection, extraction from various Corporate applications (eg SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis. Kontakt: Aplikuj teraz Ogłoszenie pochodzi z serwisu Jobs.pl .

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