• Ability to work independently, set priorities and manage workload. • Display initiative, flexibility, efficiency, tact and diplomacy at all times. • Excellent interpersonal skills both face to face and on the phone. • Able to multitask and manage conflicting priorities with a positive attitude. • Communicate and establish positive relationships at all levels. • Excellent English language skills. • Exposure to corporate/global environment.
• Full management schedule/ diary/ calendar of senior staff. • Keeping track of permanent and travel whereabouts of staff in the department. • Scheduling variety of styles of meetings for attendees working in multiple time zones, including booking facilities when necessary, preparing content and coordinating outcomes. Day to day Activities • Managing large e-mail volume, reports, post, phone calls and messaging, distribution list • Set-up of Video Conferencing, Audio Conferencing and Web Conferences. • Collating, monitoring/action-tracking, coordinating or routing/delegating the above items and business tasks/actions to respective parties on behalf of Managers. • Co-ordinating end-to-end travel arrangements for senior staff as required. This may include: visa/passport managing, flight bookings, transfer bookings, hotel reservations, office arrangements, arranging session itineraries liaising with local staff, relevant and accurate printouts, car rental service, etc. • Social events, Leadership Team Meetings, External company peer or supplier collaboration sessions. These events often require researching and booking appropriate to Health SSE expectations and within budget venues, catering, transportation (coordination of or guidance dependent on level of staff) and full administration before, during and after the event and miscellaneous items as needed. • Assisting in preparation of documents, reports, presentation material. • Arranging on-boarding of new staff. • Relevant building access of external visitors and visiting staff, at times preparing the agenda; greeting and escorting the visitor(s) as needed, ensuring Health Safety Secure Environment policy is adhered to. • Maintaining organization charts and webpages.