Executive Assistant to Head HR Service Delivery & Business Mgmt

You will provide administrative support to the Head HR Service Delivery & HR Business Management. Core responsibilities include travel (domestic and international), expenses, calendaring, cost tracking and reporting, phone and meeting support. Except of that you will be also organizing events and special assignments/initiatives relating to employee activities.

We need you to have strong verbal and written communication skills. You are comfortable and experienced with driving time management, monitoring progress and gaining cooperation of others. You shouldn't miss the ability to anticipate issues, problem-solve and adjust plans independently,

The position holder works closely together with the HR Service Delivery Leadership Team as well as other Executive Assistants in the HR Executive Team to achieve goals.

• Reliable point of contact for incoming calls, emails, visitors and other requests evaluating the resulting importance of each. Provides detailed information and answers questions to which information is known; directs questions to other appropriate staff when necessary. Handles confidential information appropriately.
• Must be skilled at anticipating issues with day to day activities for the people being supported. Seeing problems and resolving them independently in advance is critical to the job.
• Responsible for expense tracking, cost and invoice allocation, cost projection, planning and reporting using an internal tracking tool. Manage the purchase orders. For these tasks it is important to regularly meet with the respective cost centre owners.
• Composes correspondence from brief instructions or meeting notes. Verifies edits and formats documents and correspondence which may include confidential information.
• Maintains calendar, arranges travel (including the ones from the direct reports of the Head HR Service Delivery & Business Management), meetings and conference calls, schedules meetings, registers visitors and reserves conference rooms
• Prepares required requisitions for expense reimbursements and any required purchase order requests for the department
• Prepares reports and presentations using Word, PowerPoint and/or Excel as needed
• Organises programs, events, conferences, both internal and external to the company, by arranging facilities, catering, issuing information or invitations
• Organises monthly department meetings by driving agenda and inviting speakers

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