The role of the Senior Administrative Assistant is to provide clerical and administrative support to the allocated leaders, including (but not limited to) travel and expenses management, event planning and organizing, calendar management.
Please find below some of the main responsibilities of our role :
Handle all travel arrangements including flight booking, hotel and restaurant reservations, ground transportation and car rental reservations;
Coordinate travel arrangements with other assistants as necessary;
Oversee and handle VISA processes liaising with counterparts in Switzerland;
Prepare travel requests & expense reports
Schedule meetings on calendar at specific and punctual requests, i.e. one time meeting series / when GSLT coordination is needed / when larger team meetings require coordination, i.e. Workshops.
Day to day calendar management is not included
Handle organization of specific team meetings as well as off-site and on-site special events, team buildings, R&R events and workshops : location selection, hotel booking, catering, as well as provide on ground logistic support as needed.
Support with functional Communications Agenda (Top 160 Leaders flow-down to teams, functional TownHalls, virtual site visits etc)
Manage purchase orders requisitions into Garrett systems such as ISS, order IT devices, business cards, catering, business items, supplies.
Create and update Organizational Charts.
Support with data consolidation for scorecards, metrics reports, dashboards etc.
Support with PPT formatting and spell check.
Support with building and maintaining functional Share Points.
Provide administrative support / project manage different functional projects, depending on workload and capabilities.
Where appropriate to the admin's workload, attend staff meetings, taking actions and follow up as needed.
Needed skills and qualifications :
Minimum of 1-2 years’ administrative assistant or travel management experience;
Fluent in English
Knowledge of travel industry rules and travel processes; knowledge of effective travel related;
Handle pressure, complexity and multiple tasks simultaneously and unsupervised;
IT savvy, fully conversant and proficient in Microsoft Office and related software packages.