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  • Job reference: RMS0146976

Executive Assistant- aviation operation

  • Sector: Oil & Gas
  • Location: Melbourne
  • Job type: Contract
  • Date posted: 02/09/2014
  • Time left:
    d h m s
    (09/09/14)
This vacancy has now expired.
The Company:
Our clients is a global group of energy and petrochemical companies with an aim to meet the energy needs of society, in ways that are economically, socially and environmentally viable, now and in the future.

The Role:
An exciting opportunity arising: An experienced Executive Assistant to the operations Manager of the Major airport


Summary:
Performs diverse secretarial work of an administrative nature, which requires discretion and confidentiality; Provides assistance to the executives in a variety of administrative matters within the scope of the department function; Works with minimal instruction or supervision and is expected to exercise considerable judgment and initiative in the performance of job responsibilities.

Main accountabilities:
 Performs a variety of general administrative duties.
 Prepares copies and performs distribution as requested.
 Maintains office supplies and equipment for the department.
 Coordinates office administrative support including communications systems, office supply acquisition, reproduction and printing services, general maintenance and repair requests, office security access.
 Greets visitors, answers phones, directs calls and takes messages.
Provides information and receives information concerning matters related to the executives.
 Maintains a holiday calendar for the department and assures that complete information is available for all matters.
 Coordinates travel arrangements as required and in accordance with Company policy.
 Establishes and organizes a variety of manual and automated recordkeeping files in accordance with established procedures.
 Maintains documents and records in appropriate files.
 Coordinates updates to department policies and procedures.
 Coordinates logs and verifies department invoices for payment, interacts with Accounts Payable and vendors concerning discrepancies.
 Codes invoices as required and obtains proper approvals prior to distribution.
 Processes expense reports; ensures that check requests have the required approvals to pass on to accounting for payment.
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Essential Skills / Qualifications:
5+ years experience in a similar role
Excellent English, communication skills with the ability to compose, edits and proofread correspondence and reports.
Substantial knowledge of office practices and procedures including recordkeeping methods.
Computer literate with advanced skills in word processing and spreadsheet software in a Windows environment.
Possess interpersonal skills to interact effectively with personnel at all levels.
Able to handle multiple assignments simultaneously, meet deadlines.
Able to adhere to prescribed routines and practices.
High level of accuracy and attention to detail.

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