Senior Administrative Assistant
il y a 17 heures
At Uni Systems, we are working towards turning digital visions into reality. We are continuously growing and we are looking for a professional Senior Administrative Assistant to join our UniQue Ispra team.
In this role, you will have the opportunity to work closely with our customers in the public sector and you will be responsible for developing new business by identifying profitable opportunities, maintaining your client portfolio by building strong, long-lasting relationships, and monitoring the progress of the projects, with the aim to provide excellent client service and added value services.
What will you be bringing to the team?
- Provide comprehensive administrative support to the Chief Information Officer. This will include, but not limited to, the following duties:
- Assisting in arrangements for travel/in-theatre assignments, reserving accommodation where appropriate, submitting security clearances/visit requests, and preparing purchase orders for conference/exhibition fees;
- Assisting in organizing meetings, workshops and conferences in accordance with Agency procedures. Be responsible for the administrative organizational aspects including requesting conference facilities/hotel accommodation, processing approvals/memos/invitations, requesting linguistic services, quotes from caterers and support to participants. Process electronic purchase requests into financial control systems as required;
- Act as point of contact for requests related to equipment. Maintaining and tracking stock for IIT equipment and related assets.
- Preparing and processing web formatted information, maintaining content pages in SharePoint portals, and ensuring that information is kept current and up to standard for publication;
- Filing correspondence and documents in accordance with the Agency's procedures and providing assistance in obtaining requested documents;
- Prioritising work from several staff at the same time and processing it accurately and speedily;
- Acting as a point of contact for supported team members and deal diplomatically and effectively with a wide variety of issues, including answering enquiries and incoming telephone calls, and assisting in the scheduling of the day to day business within the Management Office;
- Check correspondence between calendars/attendance lists, leave cards and duty travel. Keep shared oversight calendars populated and accurate;
- Developing and maintaining entries to the relevant information systems, including SharePoint sites, financial, operational and Duties & Role:managerial data;
- Producing PowerPoint presentations as required.
- Assist supported staff in following the Agency's procedures and
guidelines and give appropriate advice;
- Deputize for higher-grade staff or other colleagues in times of
absence;
- Performs other administrative duties that may be required.
**Requirements**:
What do you need to succeed in this position?
- At least 4 years of recent experience in administrative work;
- Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
- Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
- Excellent inter-personal skills and the ability to be responsive andsensitive to both external and internal customers and staff.
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