Job Description

We are looking for a Specialist Personal Assistance to support the Offshore & Onshore Facilities Delivery Team

Purpose of position

The Specialist Personal Assistance Offshore provides general office support for individuals and/or teams within Offshore & Onshore Facilities Delivery Team

The Specialist Personal Assistance will assist with the day-to-day operations by doing tasks such as filing paperwork, managing emails and calendars as well as preparing documents for meetings.

Reports to the Project Director Offshore Project Delivery.

Key Responsibilities

Provides administrative support to ensure efficient operation of Offshore Project Delivery
Carries out administrative duties such as filing, typing, copying, binding, scanning etc
Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
Exhibits polite and professional communication via phone, e-mail, and mail.
Supports team by performing tasks related to organization and strong communication.
Completes operational requirements by scheduling and assigning administrative projects and expediting work results
Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
Contributes to team effort by accomplishing related results as needed
Provides information by answering questions and requests.
Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
Minimum Requirements
Education

BSc / MSc

Professional experience

Proven experience as a Project Assistant or Office Admin Assistant
Knowledge of office management systems and procedures
Working knowledge of office equipment

Professional skills

Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
Excellent time management skills and the ability to prioritize work
Excellent written and verbal communication skills in English
Has a structured delivery approach while being highly responsive to ad-hoc tasks, change and project tasks
Ensure timely delivery at right quality
Strong communication and reporting
Strong stakeholder management

HSSE

Strong personal commitment to HSSE
Ensure compliance with all applicable local and international HSSE legislation.

Softs: nice to have My Success Factors, SAP

Tagged as: Office