Job Summary : The Executive Assistant is responsible for providing overall administrative support.
Relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage several priorities at one time.
This position is accountable for performing administrative duties in a professional and courteous manner with a strong emphasis on Customer Service to both employees and external clients.
In addition, will be highly organised with an ability to demonstrate keen attention to details, adaptability, resourcefulness, and efficiency.
Follow up in a timely manner, prioritize, and handle time-sensitive deadlines in a complex, fast-paced environment.
Essential Duties and Responsibilities: Taking control of diary / calendar management, movements, scheduling meetings both internal and external, conference calls and travel arrangements.
Attend various management staff meetings, records minutes and action items, publishing minutes and follows up on actions.
Responsible for the meeting cadence, aligning diaries for key meetings, circulates key information and ensures information is communicated in a consistent and timely way.
Provide a bridge for smooth communication between the executives and internal departments and employees; demonstrating leadership to maintain credibility, trust, and support with management staff.
Responsibility for internal communications - writing and editing newsletter articles, communication emails, all emails pertinent to CSR initiatives, global initiatives.
Responsibility for supporting the writing award submissions on behalf of West.
Schedule complex and detailed travel itineraries for Executives; visa, air, hotel, ground transportation.
Manage inbox emails and respond accordingly on Executive's behalf.
Responsible for expense management, write up in Concur, approval extensive use of computers and telephone.
Requires at times the carrying of equipment/materials.
Communication, coordination, hand-eye coordination skills.
Applies judgment to resolve routine situations.
Writes clear, concise and neat information.
Must have foresight and planning abilities in order to multitask and manage competing priorities.
Delegation of Duties: When absent from the site duties and responsibilities will be delegated to the following designates: Personal Assistant