PA Role
Roles and responsibilities may include, but not limited to:-
- Support Resource Vice President and Renewal Teams, with priority being given to support of the Resource Vice President.
- Handle information in a confidential manner and use a high level of initiative on daily basis.
- Plan, organise and prioritise workload on a daily basis to meet deadlines in a fast-paced environment with multiple priorities; plan ahead to meet anticipate future or complex situations/issues and be able to deal with them to find a solution to the issue.
- Prepare and edit various documents in Microsoft Word, Microsoft PowerPoint and Microsoft Excel.
- Communicates and/or co-ordinates manager’s instructions and desires with various individuals and/or departments.
- Knows when to act on manager’s behalf and when to direct issues to manager or delegate.
- Manage and co-ordinate daily calendar for manager; anticipates materials needed for meetings and prepares in advance.
- Prepare, maintain and co-ordinate yearly planner for manager’s direct reports to ensure connectivity between the team.
- Organise Manager’s meetings – venue/room logistics, anticipates materials needed for meetings, issuing agenda, inviting attendees, monitoring attendees’ responses. Instigate audio conference calls/video conferences in advance and ensure equipment in good working order prior to upcoming meeting.
- Book and complete all travel arrangements including flights, hotels, hire car, taxis, and visas.
- Prepare detailed itinerary for each trip.
- Organise off-site meetings, small and large conferences, to include negotiating contracts, setting up catering, transportation, preparing materials, office support (as required).
- Be proactive in meeting HSE targets within the BU and actively encourage peers to do the same.
- Track and complete expenses for manager.
- Coach other Team Administrators on all aspects of administrative duties and company ways and promote ‘good will’ in the team.
Team Administrator Role
Roles and responsibilities may include, but not limited to:-
- Organise Team meetings – venue/room logistics, anticipates materials needed for meetings, issuing agenda, inviting attendees, monitoring attendees’ responses. Instigate audio conference calls/video conferences in advance and ensure equipment in good working order prior to upcoming meeting.
- Providing new hire set-up support; includes office moves, computer and phone set-up, laptop deployment, tracking of status/follow-up
- Monitor supplies (e.g. stationery, printer cartridges) and order new goods to ensure adequate supplies are available to the team.
- Arrange for shipping/receiving mail and parcels, filing – consistent with company policy and procedures.
- Meet and escort visitors to the department as directed, projecting a good company image and making visitors feel welcome.
- “Team Care” – supplier interactions, birthdays, identifying/ordering gifts, team/individual/ retirement awards, ordering flowers – maintaining cost-consciousness of efforts
- Update Renewal organigram as soon as a new starter/leaver enters or leaves the team to ensure information is up-to-date at all times.
- HSE support – participate as floor wardens, have appropriate training (e.gFirst Aid, DSE) STOP and
Tr@ction entry.
- Visa requirements, processing and obtaining the relevant paper work!
- Submitting expenses – ensuring correct budget codes are used, inputting the expenses into excel.
- Maintaining NOK lists
- Ordering catering when necessary
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