Day to day responsibilities will include:
- Provide general administrative support to the Project Director and Project Team as required
- Organise calls, meetings (both internal and external)
- Arrange internal and external meetings and events, including project meetings
- Provide diary management for the managers as may be required
- Coordinate and follow up on action items for the Project Team
- Assist with and organise extensive travel arrangements – car hires, taxi / transfer services, train journeys, flights, accommodation, conference bookings; including arranging visas for several people, at the same time
- Organise inductions for new starters as may be required
- Collate information for meetings and reports
- Format documents (e.g. CVs, reports, letters, etc.)
- Manage Project SharePoint site (upload documents, issue templates, track any version changes, etc.)
- Draft and prepare documentation – letters, meeting agendas; assist with presentations
- Submit IT tickets on behalf of the Project Team and proactively deal with any IT-related issues
- Process expenses in a timely manner
- Perform ad-hoc tasks (create templates, process electronic / postal correspondence, filing, updating database (e.g. contacts), action tracking, etc.)
- Establish and maintain effective communication with personnel in other offices in the UK and across the globe as may be required by the project
- Actively take part in various campaigns and initiatives, and be a proactive member of the administration / business support team
• Must have previous experience in a similar Administration role within the resources industry, able to demonstrate proficiency in the responsibilities of the role.
• Previous experience working in the energy & resources (oil & gas) industry.
• A team player and confident people person with the ability to communicate easily at all levels.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills and be able to facilitate team co-ordination.
• Attention to detail.
• Advanced Microsoft Office skills (Word, Excel, Outlook and Power Point).
• Initiative and the ability to work effectively both independently and within a team environment.
• Time management skills, confident working under pressure, along with a proactive approach to work and ability to work flexibly and on own initiative.
• Flexibility (e.g. sometimes be available out of hours / weekends to attend to urgent matters).
• Strong organisational, multi-tasking and prioritization skills .
• Commitment to maintaining and promoting high standards of the role.
• Experience in the similar industry, especially engineering is essential.
• Experience in the inputting of timesheets.
Contract
Brussels, Belgium
