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  • Job reference: RMS0200416

Assistant to Director

  • Sector: Commercial
  • Location: Azerbaijan
  • Job type: Contract
  • Date posted: 04/10/2018
  • Duration: 1 year
This vacancy has now been filled.

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The Role:
Secretarial and Administrative Support to the Director:
* Handles all personal and secretarial matters of the Director
* Organizes and manages Director's schedule.
* Assists in expense claims and business travel coordination and arrangements (flight, hotel, transportation, meeting schedule, visa application, travel itinerary etc.)
* Assists in drafting of formal correspondences (emails, letters, etc.)
* Handles with cautions and ensures confidentiality of highly sensitive corporate information.
* Registers conference / seminars / workshop for Director.

Provide Secretarial and Administrative Support to other Team Members:
* Deals with incoming e-mails and faxes, distributes to respective person and/or department.
* Liaises with different personnel of all levels (internal and external) on a regular basis in the updating and collation of reports, setting up meetings, scheduling, coordinating activities and communications.
* Provides hospitality and assists guests and visitors in hotel reservation, logistic arrangements and meetings set-up etc.
* Manages the booking of the conference room and small meeting room.
* Provides support and assistance on any ad-hoc projects and assignments when required; for example new office space planning, office renovation work, sourcing of corporate gifts, etc.
* Administers time-keeping for Chapter 8 employees.
* Provides relieve coverage for Admin Assistant.
* Performs general office administration.

Organize Events, Management and Committee Meetings:
* Coordinates with overseas offices on the meetings schedule with customers and clients.
* Coordinates with the conference organizer, convention manager on the set-up, reservation of hospitality suite.
* Assists and provides support for the top management from head office and international offices, on their hotel reservation, logistic arrangement and meetings schedule.

* Prepares events folders for all the delegates attending the meetings.
* Makes hotel reservation for delegates.
* Consolidates delegation list with contact info, accommodation and flight info etc.
* Arranges management luncheon with other oil majors.
* Liaises with embassies in Azerbaijan to consolidate and updates the guests list for any planned reception.
* Supports and assists in the coordination of venue, design, program and set-up of the Hospitality Suite for any meeting and reception.
* Provides business office support during the events meetings with clients at the hospitality suites.
* Assists in the event reception in receiving guests. Ensures the event runs successfully.
* Organizes feedback and get-together dinners for delegates.

Essential Skills / Qualifications:
* Diploma in any fields.
* Ten (10) years of secretarial experience with at least 5 years supporting at the executive level. MNC experience desirable.
* Excellent calendar management skills, including the coordination of complex executive meetings involving various parties across different countries, time zones etc.
* Experienced in scheduling travel arrangements for senior management.
* Experienced in handling a wide range of administrative and support related tasks and able to work independently with little or no supervision.
* Ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, whilst remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
* Strong working knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
* Advanced level of written and verbal communication skills in English.
* Excellent organizing and administrative skills.

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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