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- Comprehensive and proactive diary management and scheduling of meetings - room bookings, documentation, media services for audio visual/video conference facilities
- Preparation of detailed travel schedules and itineraries
- Assistance with visa applications/requirements
- Timely administration of expenses (using Concur)
- Telephone cover - screening of calls and interaction with senior management
- Log MDs weekly time on in-house system (using Artemis)
- Entering MDs whereabouts and vacation details (using Excel and/or MyVacationCalendar)
- Vacation/Sickness cover - supporting Engineering MDs when other assistants are on leave
- Supporting visiting MDs – assisting with diary management, arranging offices, transportation, access to buildings and team events if required
- Assist with Engineering CoS initiatives and ad-hoc projects as required
- Coordination of town/village halls, team events and/or socials - booking rooms across global campus, setting up registration details, sign up links, dial-in numbers, Zoom IDs, arranging refreshments, lunches and dinners
- Assist with IT issues and ad-hoc queries
- Documentation management and support (PoAs, digital signatures)
- High level admin support for the Engineering Division - providing guidance with travel, visas and expenses, conference services, time entry and other day-to-day on floor queries
- Space management – allocation and tracking of desks/neighbourhoods/lockers through GS Space Hardware orders (headphones for new joiners, Occupational Health equipment etc.)
- Extensive knowledge of MS Office, including Outlook, Word, PowerPoint and Excel
- Ability to be proactive, take initiative, prioritise and multitask
- Strong time management and prioritisation skills
- Secretarial background preferably within the financial services/consultancy industry
- Excellent attention to detail
- Excellent teamwork skills
- High level of written and excellent verbal communication skills
- Ability to handle sensitive and confidential information
- Strong organisational and interpersonal skills
- Professional, self-motivated and flexible
