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  • Job reference: RMS0148983

Executive Secretary

  • Sector: Oil & Gas
  • Location: Baku
  • Job type: Permanent
  • Date posted: 10/10/2014
  • Time left:
    d h m s
This vacancy has now expired.
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The Role:
Key responsibilities will include assisting to VP and the Team to deliver sustainable cost and efficiency improvements that result in greater overall competitive performance. In recent years, Company has made major strides in delivering improved safety, reliability, and production performance, both in the Region and Global Upstream. This is a temporary position for duration of one year with possible extension.

• Manage and optimize the calendar of the VP Efficiency and Cost Performance and other team members as required. • Prepare any materials for the upcoming appointments, meetings, conferences or external visits well in advance of the event. • Organise meetings and events for the VP and team members, including meetings with high profile senior external and internal stakeholders. Logistical responsibility for all meetings both internal and external (venue/room, issuing Agenda, inviting attendees and monitoring responses). • Arrange and complete all travel arrangements including hotels, taxis, cars, flights, currencies and visas, and other team members as required. • Prepare business expenses for approval; manage invoices/requisitions, and other team members as required. • Prepare Maximo desktop requisitions for call-offs, material and supply orders, etc. • Prepare and edit various documents in Word; prepare and edit presentation slides (PowerPoint); prepare and edit spread sheets and charts in Excel. • Prepare and distribute informational surveys, collect and analyse responses. • Support team members with preparation and analysis of technical data as required. • Manage settlement of visitors and new joiner induction and exit process, computer & phone set up, passes, business cards, local and site induction, distribution lists update, address list, assist with organisational chart changes, HSSE and DSE assessments, share knowledge of site and local procedures.

Essential Skills / Qualifications:
• University Degree • Fluent in English and Azerbaijani • IT-literate including high capability in standard productivity software (e.g. MS Outlook, MS Word, MS Excel and MS Powerpoint) • 5+ years of administrative support experience • Self-starter, proactive and resourceful, able to work through many barriers and challenges to deliver results • Excellent interpersonal and team skills • Strong work ethic • Seeks to increase responsibility for additional/new activities and to learn new skills

Desirable Skills / Qualifications:
• Experience supporting Senior/Executive management is desirable • Experience managing budgets, invoices, and other financial responsibilities

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