Admin Support for Public Policy
il y a 2 semaines
Description:
To provide full administrative support to Public Policy and Corporate Responsibility team (PPECT). The ideal candidate is a highly motivated and polished professional capable of prioritizing work, demonstrates exceptional organizational and proactive problem solving skills, professional communication skills, flexibility and teamwork.
- Event organization including internal team meetings and team building
- Handling of the team's budget and management of the consultancies, support in the vendor/PO processes
- Ad hoc support of the global team manager based in the US (for travel, meeting organization, logistics of events)
- Support in compliance
- Calendar management that supports efficient use of time. Includes scheduling and handling of logistics for department meetings and events.
- Support professional management of external client meetings by preparing in advance relevant meeting materials, bios and travel documents, scheduling conference rooms, making VC arrangements and ordering catering services.
- Support virtual meetings using the latest technologies, ensuring seamless execution of logistics.
- Scheduling and coordinating complex, multi-leg domestic and international travel, including visa/passport procurement and expense reporting.
- Develop and organize departmental files, including the support and use of team sites.
- Handle task and special projects assigned
- Support executive communications and presentations using excellent command of computer software programs.
- Actively seek continuous improvement by constantly assessing internal administration procedures and propose alternatives for better functioning.
- Proactive ability to solve issues, helping to streamline work, drive efficient use
Specific requirements (skills) or experience for the assignment:
- Minimum 5 years administrative experience, within a multinational/international organization is an asset
- Excellent organizational and interpersonal skills with the ability to work independently as well as within a team
- Ability to prioritize and address both regular routine activities and unplanned emergency situations effectively
- Absolute ability to handle confidential issues and material
- Good numerical ability
- Proactive, anticipates issues, flexible, discrete
- Sense of responsibility and accountability with a continuous improvement mindset
- The successful candidate must also demonstrate the ability to communicate effectively with all levels of management, and with external contacts. Both oral and in writing
- Written and spoken fluency in English is a must, knowledge of French, Dutch or other languages are an asset
- Advanced computer skills using Outlook, Word, Excel and PowerPoint and skillful use of other internal systems such as ATLAS, SAP (expense reporting) and Sharepoint
- Event Planning/Coordination experience
- Extraordinary attention to detail
- Organization and time management: Ability to handle and prioritize a large number of simultaneous assignments for multiple people
- Preferred but not required EU Institution knowledge
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