Executive Assistant
Bratislava, SLOVAKIA Teaching
Job description
about the role
This role will be responsible for providing executive administrative support to the Head of IB and support the Management team in managing operational activities to support the business.
In terms of executive management support the Executive Assistant will be required to provide support with diary management, local and international travel, expense management, preparation of executive documents and presentations. The executive assistant will be responsible for managing all facets and programs which come out of the management meetings.
Administration support
Supporting an executive of the company, provide day-to-day administrative assistance and develop and maintain office procedures
Enable maximum utilisation of the executive’s time on priority matters.
Diary and email management, production of correspondence, preparation of meeting material, co-ordination of meetings, completion of forms, co-ordination in the absence of the executive.
Maintain operational effectiveness of the executive by continuing to carry out their basic operational responsibilities on their behalf or in their absence
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Co-ordinate and prioritise work requirements of the executive.
Provide continuity to internal and external contacts during executive’s peak workloads and absences
Act as a first point of reference for internal and external contacts during executive’s peak workloads and absences.
Take ownership of general enquiries from internal and external sources and filter requests for the executive’s involvement
Lead all executive communication programs for the management team
Develop executive internal communication plans for the business. Prepare internal newsletters for the sales & management teams.
Regular set-up of Executive Sponsor Customer calls
Run Int Business weekly calls and Minutes of the weekly calls / tracking of actions
Keep the Sales Jive & Salesforce Groups up to date (sales meeting slides, Account Ambition Reviews, minutes..), promote their use as team communication tools and lead by example
Act as a central point of contact for external customers
Liaising with customer and their executive assistants to coordinate and plan meetings as required.
Welcoming customers and providing executive support as requested
Oracle requestor/purchaser for International Business Unit
Work with suppliers and internal finance team to ensure purchase orders are processed in a timely manner
First point of contact for IB Management Team members and Orange International Executive Assistants
Arrange management meetings- booking meetings, develop agendas, document minutes, track open items to closure and maintain a register via the online collaboration site (plazza)
Prepare town hall agenda and presentations
Coordinates all requirements for meetings and events sponsored by IB office
Organise all facets of domestic and international travel for the executive using the on-line travel booking tool; as well as Orange’s contracted travel agency.
Ensure travel request are managed and coordinated in a timely manner within the companies policies
First point of contact for queries from General Services International Travel Management Team
Process and track all expenses for the executive
Process the expense claims in line with Orange global expense and travel policies via the on-line expense management tool.
Track expenses and ensure approval and payment is followed up
Co-ordinate executive’s on-line approvals
Co-ordinate on-line approvals in company tools (e.g. billing credit requests; direct report leave requests; pricing portal escalations; Oracle Purchasing; People Information Management System)
Extensive use of Orange on-line tools and booking portals (e.g. expense management, video conferencing, meeting rooms, IT Helpdesk, Data Maintenance)
about you
Ability to engage and partner with our customers and internal staff as required.
Ability to ability to work in a virtual team environment within local and international time zones and cross-cultural teams
Ability to identify problems and work to resolution as required.
Ability to work independently as well as part of a cross-functional team
Ability to maintain confidentiality and handle sensitive issues in a discreet
Excellent administartion skills, including PC skills (Word, excel, powerpoint etc)
additional information
Minimum of 5-8 years related work experience in executive administrative support role within a multinational professional services environment, preferably within the telecommunication or IT industry
Advanced user of MS Outlook; MS Word/Excel/PowerPoint
Proficient and confident user of on-line portals and intranet tools
Strong communication verbal and written skills - must be proficient in English and French
Stronger organisation and planning skills and the ability to competing priorities
Has strong interpersonal skills and ability to work with different stakeholders in the business
Flexible and adaptable to change
department
International Business
contract
Regular