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  • Job reference: RMS0141022

Executive Secretary to VP Legal

  • Sector: Oil & Gas
  • Location: Baku
  • Job type: Contract
  • Date posted: 21/04/2014
This vacancy has now expired.
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The Role:
As Executive Secretary to Vice President/Legal, your responsibilities will include but not be limited to:
• Providing a complete administrative service to the VP Legal and other Baku-based members of the Azerbaijan-Georgia-Turkey legal team:
• Manage and optimize VP’s schedule and resolve routine issues on the VPs’ behalf;
• Organize meetings/events – venue and room logistics, issuing agendas, inviting attendees, monitoring attendees responses.
• Instigate audio conference calls and Video Calls 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;
• Provide translation of correspondence and basic documentation and provide interpreter services when required
• May include maintaining web servers, utilizing Documentum, records storage, and file/archive storage systems
• Handle information of a confidential nature, ensuring all work is conducted on a strictly confidential basis, ensuring data protection;
• Initiate/draft/edit/translate correspondence for manager’s final approval;
• Optimize and maintain various office systems (e.g. filing, web pages, etc.)
• Performance management support of team metrics (KPI measurements/ tracking, intervention)
• Technical support for team members around software, network, printing/plotting, graphics (design, printing), computing solutions (hardware/software), and other computer-related processes.
• Processing of E-expense statements, POs, LVOs preparation.
• Accounting support (invoice processing, budget tracking)

Essential Skills / Qualifications:
Essential Education
University Degree
Essential experience and job requirements
• Minimum 2 years of experience in administration
• Advanced knowledge of Azerbaijani Language, both written and verbal
• Fluency in English, strong verbal and written communication skills
Other essential skills and knowledge
• Full range of top-class administrative skills, including organization, prioritizing, forward planning and general administration.
• Proactive and organized with a strong ability to forward plan and anticipate requirements

Desirable Skills / Qualifications:
User knowledge of following MS Office applications: Excel, Word, Power Point, Outlook.
• Strong verbal and written communication skills
• Highly flexible and adaptable, with strong inter-personal skills
• Supportive team working and networking skills
• Knowledge of client's systems and processes (e-expenses, time-writing)

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