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  • Job reference: RMS0166103

Executive Assistant - Government Affairs

  • Sector: Commercial
  • Location: District of Columbia
  • Job type: Contract
  • Date posted: 17/03/2016
  • Time left:
    d h m s
    (07/04/16)
This vacancy has now expired.
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The Company:
a major oil and gas operator

The Role:
The Executive Assistant will perform administrative duties for the EVP Washington International Relations while maintain high level of confidentiality and assuring discreet handling of all business
Detailed responsibilities:
General
• Relieve management of administrative detail, all projects
• Coordinate work flow
• Update and chase delegated tasks to ensure adherence to schedule and progress to deadlines
• Take initiative in EVP’s absence
Communication
• Compose correspondence/reports for own or EVP’s signature
• Arrange essential mail in priority action order for EVP
• Check deadlines on incoming requests and follow up on distributed documents
• Research, draft or abstract reports as requested
Phone
• Arrange "callbacks" to protect EVP’s time
• Provide back-up materials for callbacks
• Route calls elsewhere as needed
Appointments/Meetings
• Maintain calendar; ascertain which events require EVP’s presence
• Make all necessary arrangements for meetings for the EVP and other executives.
• Fix commitments to maximize EVP’s time efficiency; Allow decision/desk time
• When EVP chairs meetings – prepare agenda in advance, arrange meeting facilities, follow up for confirmation of attendance.
Visitors
• Screen to control interruptions
• Provide back-up data as needed
• Arrange amenities as needed
Travel
• Arrange travel for EVP and other executives through internal or outside agents
• Prepare itinerary, trip file and supplies
• Prepare expense report tools for EVP
• Complete expense reports after trip
Event Planning
• Organize and plan the events, arranging details as outlined by the EVP.
• Propose budget for approval of the EVP and maintain approved budget for the event.
Main Interfaces
• Interact with internal and external Operator partners / colleagues at all levels.
• Interact with external parties, including government representatives and agencies, research and think tank organizations, lobbyists and other advocacy entities

Essential Skills / Qualifications:
• High School diploma - BS in Business Administration preferred
• Five years secretarial/administrative support experience and at least two years of executive secretary experience.
• Knowledge of oil and gas terminology
• Bilingual English-Italian speaker. Excellent verbal, written and interpersonal skills
• Working knowledge of Microsoft Suites, excellent spelling & grammar skills. Use office equipment such as computer, calculator, copy and fax machine
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