Purpose & Overall Relevance for the Organization:

• Provide a high level of administrative support to the superior and his/her department to ensure efficient management and running of the function on a day to day level.

Key Responsibilities:

• Take charge of routine correspondence to ensure timely and accurate response
• Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
• Maintain and update department files, records, (organizational) charts, subscriptions and publications
• Receive and screen telephone calls , monitor mail entry and administer the department owned e-mail accounts
• Support team in creating announcements and newsletters
• Assist in creating/revising of presentations
• Schedule internal and external meetings/conferences
• Coordinate and execute all travel arrangements for team members including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and solving standard problems in reasonable timeframe
• Complete travel expense reports
• Handle the department cost-center, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions
• Key contact point for information management (e.g. intranet), ensure content of the intranet is up to date
• Assist in and coordinate projects and assignments as requested/directed (please give examples)
• Handle assigned operational tasks of respective department under supervision (please give examples)
• Support team as well as management