Responsibilities
* Provide high-level administrative support to the DVS Director
* Organise & Schedule Meetings onsite and offsite, Agenda’s & 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 Director
* Compiling data for reports, creating spreadsheets and graphs:
o Headcount, MTP & SIRUS, R&D Efficiency
* Produce & edit executive presentations
* Manage projects on behalf of Director and liaise with personnel across DVS
* Co-ordinate travel & accommodation as required for Director and N-1s
* Organizing, scheduling and managing visits internal and external
* Managing approvals on behalf of Director:
o Commerce One
o QPulse
o Peoplelink
o VIM Approvals
* Coordinate logistics for executive visitors - Logistics, Accommodation & Entertainment
* Organisation of cross site events hosted at DVS.
* Maintain local information for visitors (Wi-Fi access, maps, transport, hotel/restaurant information, etc)
* Organization and assisting with team events & initiatives as appropriate
* Organise Meeting Rooms & Conference Calls: Agenda, relevant Presentations, IT Equipment & Conference Room Catering etc
* Training & mentoring department Admin Assistant
* Preparation of expense reports or other reports as required
* Desk, space management across the office to accommodate employees in most appropriate manner
* Arranging non disclosure agreements, recording and filing
* Maintaining filing systems (hard and soft copy)
* Maintain Department Management Planner
* Day to day administrative & Ad Hoc duties as required
Education/Training
* Third level Business qualification or 6+ years in a business environment
* Advanced Microsoft Office Skills: Word, Excel & PowerPoint.
Professional Experience
* Minimum 4+ Years experience in a similar role within a multi-national organisation
* High Level of Administration & Computer Skills
* Strong experience in Excel, PowerPoint & Word
* Flexible attitude to job function and working hours
* Excellent Prioritization, Organization, Multitasking & Time Management skills all the while remaining energetic and positive in a fast paced environment
* Confident communication skills - written & verbal
* Excellent People skills and ability to effectively communicate and collaborate with a diverse range of people
* Strong willingness to learn; proactive approach: ability to quickly learn new tools and technologies; Interest and experience in using technology to constantly improve work efficiency
* Ability to work on your own initiative as well as in a team environment
* Outstanding attention to detail
* Friendly, approachable demeanour
* Expectation to exercise discretion and confidentiality on all business matters
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