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  • Job reference: RMS0145224

Executive Secretary

  • Sector: Oil & Gas
  • Location: Baku
  • Job type: Permanent
  • Date posted: 23/07/2014
  • Time left:
    d h m s
    (06/08/14)
This vacancy has now expired.
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The Role:
“Only candidates who already have the rights to work in Azerbaijan will be considered for this role”.

Manage and optimize VP’s schedule and resolve routine issues on the VPs’ behalf.
• Organise meetings/events – venue and room logistics, issuing agendas, inviting attendees, monitoring attendees responses. Instigate audio conference calls and VCs in advance and ensure equipment in good working order prior to upcoming meeting; may include negotiating contracts, setting up catering
• Booking all travel arrangements for VPs. Preparing detailed itineraries for each trip
• Liaison with internal and external customers: Act as the first point of contact for both internal and external visitors wishing to contact VP.
• Confidently manage multiple interactions, including the highest levels of the organization, internal and external to company.
• Provide translation of correspondence and basic documentation and provide interpreter services when required
• Handle information of a confidential nature, ensuring all work is conducted on a strictly confidential basis, ensuring data protection
• Conduct correspondence support (formatting letters and/or report, handling e-mail, providing feedback to team members on their documents)
• Optimise and maintain various office systems (e.g. filing, web pages, etc.)
• Conduct performance management support of team metrics (Key Performance Indicators (KPI) measurements/ tracking, intervention)
• Conduct technical support for team members around software, network, printing/plotting, graphics (design, printing), computing solutions (hardware/software), and other computer-related processes
• Process of E-expense statements, Purchase Order (POs), LVOs preparation.
• Provide accounting support (invoice processing, budget tracking).

Essential Skills / Qualifications:
University degree

• Minimum 2-3 years of experience in administrative work • Knowledge of MS Office applications: Excel, Word, Power Point, Outlook • Knowledge of Azerbaijani and English Languages • Strong organizational and administrative skills • Strong verbal and written communication skills

Desirable Skills / Qualifications:
• Proactive and organized with a strong ability to forward plan and anticipate requirements
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