Provide high-level administrative support to the DVS Director.
Responsibilities include:
* Organise and schedule meetings onsite and offsite, agendas, and action items.
* Excellent calendar management skills, including coordination of complex executive meetings.
* Email management: review, sort, and distribute if appropriate. Compile email communications on behalf of the Director.
* Compiling data for reports, creating spreadsheets and graphs, including headcount, MTP, SIRUS, and R&D efficiency.
* Produce and edit executive presentations.
* Manage projects on behalf of the Director and liaise with personnel across DVS.
* Coordinate travel and accommodation as required for the Director and N-1s.
* Organize, schedule, and manage visits internal and external.
* Manage approvals on behalf of the Director, including Commerce One, QPulse, Peoplelink, and VIM approvals.
* Coordinate logistics for executive visitors: logistics, accommodation, and entertainment.
* Organize cross-site events hosted at DVS.
* Maintain local information for visitors, including Wi-Fi access, maps, transport, hotel/restaurant information, etc.
* Assist with team events and initiatives as appropriate.
* Prepare expense reports or other reports as required.
* Manage desk space across the office to accommodate employees in the most appropriate manner.
* Arrange non-disclosure agreements, recording, and filing.
* Maintain filing systems, both hard and soft copy.
* Maintain the Department Management Planner.
* Day-to-day administrative and ad-hoc duties as required.
Requirements:
* Third-level business qualification or 6+ years in a business environment.
* Advanced Microsoft Office skills: Word, Excel, and PowerPoint.
* Minimum 4+ years of experience in a similar role within a multi-national organization.
* High level of administration and computer skills.
* Strong experience in Excel, PowerPoint, and Word.
* Flexible attitude to job function and working hours.
* Excellent prioritization, organization, multitasking, and time management skills.
* Confident communication skills, both written and verbal.
* Excellent people skills and ability to effectively communicate and collaborate with a diverse range of people.
* Strong willingness to learn, proactive approach, and ability to quickly learn new tools and technologies.
* Ability to work on your own initiative as well as in a team environment.
* Outstanding attention to detail.
* Friendly, approachable demeanor.
* Expectation to exercise discretion and confidentiality on all business matters.
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