Work Flexibility: Onsite

Executive Assistant responsibilities:

Provide daily confidential support to GMManage reporting and communication to the teamManage Diary and bookings of GMTravel ArrangementsSupport the GM in setting up the town hall, either live or virtually and drive the communicationPlays a key role in the organisation of the organizations within the GM’s responsibility areasAttend and minute important meetings, type up plans and communicate with direct reportsScheduling the following regular meetings for GM: monthly 1:1s with Direct Reports, Business Review Meetings etcUpdating budget lists and management of compliance paperwork, filing and documenting thisMonitor and screen GM incoming e-mails flagging any that require urgent attention/action.Prepare advanced PowerPoint presentations & refine for a variety of audiencesPrepare correspondence/reports from hand-written notes or dictation.Adhere to standard formats for letters, reports, circulations etc.Ensure all filing systems are up to date.Complete monthly expense report for GM, also ensuring that financial procedures are followed in relation to purchase orders, etc.Provide business critical assistance for GMSchedule key meetings and co-ordinate key events

Office Admin responsibilities:

Supplier relationships and agreements in relation to administrative work (e.g. providing employees with company vehicles, lunch cards and IT equipment, daily necessities such as kitchen supplies, office supplies, relations with building management and shipping companies, etc.)All procedures, company policies and vendor agreements regarding company vehicle management and support of employees in company vehicle related matters.Recording office expenses and managing the budget.Following up the Health and Safety activities together with the Occupational Health and Safety SpecialistImplementation of supplier registration process and maintaining relations with suppliersManaging the physical environment of office buildings and ensuring that all relevant compliance policies and legal rules are implementedManaging lunch, transportation, security and cleaning services in line with legal requirements and in a way that ensures employee needs and satisfactionTo cooperate with other relevant functions (Finance, Compliance, HR, Sales etc.)Providing administrative tasks such as paperwork and storage, cargo, office equipment, purchasing and office maintenance that meet the needs of the organization.Taking the necessary actions with the hotel, travel / organization agencies in case of disputes, by acting as the Russia leg of the Marketing Training teams and international travel organization teamsEstablishing and managing the coordination, management and performance evaluations of external service supplier teams (cleaning, service and security) and communicating with the relevant suppliersFollow-up and management of all needs, contracts and daily expenses in offices other than the Head officeSupporting the Russia-based activities such as trainings or in-company events

Working conditions / degree of effort required:

A busy office environment, candidate must have superior communication skills and high-energy.Candidate must be able to work on own initiative, e.g. creating draft presentations for forthcoming meetings/events.Can do attitude a mustFAST work paceStrong organizational skillsProfessionalDetermined

Qualifications / education required:

Degree level would be preferableAdvanced skills in Microsoft Office, especially PowerPoint, Word, Excel, Outlook, TeamsFluency in English & Russian

Experience required:

At least 1 year experience in a similar position

Any other particular aptitude / skill required:

Time Management  Communication                                Numeracy, literacyInfluencing/PersuadingIntegrity/responsibilityAbility to work independently

Travel Percentage: 10%