Executive Assistant

Purpose & Overall Relevance for the Organisation:

To provide a high level of administrative support to GBS Porto, specifically the Vice President and his direct reports, so as to ensure efficient management and running of the department on a day to day level.

Key Responsibilities:

• Manage all kinds of information, including incoming mail, documentation, copying, distribution, filing and archiving for the Vice President
• Manage and Organize any off site meetings (about 4 per year)
• Key contact point for Intranet information management, ensure content of the Intranet is up to date (up to 1 day per week)
• Manage cost center, invoicing budget tracking and reporting
• Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material.
• Route and answer routine correspondence not requiring executive’s attention to ensure timely and accurate response.
• Receive and screen telephone calls and host external visitors.
• Schedule and arrange appointments, meetings and conferences.
• Coordinate and organize all travel arrangements, e.g. by writing travel and transport service requests and by claiming the travel expenses and organizing cash advance for Vice President and Department Heads.
• Resolve problems requiring knowledge of company policies and procedures, e.g. administration of vacation leave and sickness forms.
• Carry out special projects and assignments as requested.
• Handle the office communication, office supplies and departmental equipment.

Key Relationships:

• Senior Management Team
• All GBS departments
• External parties

Knowledge, Skills and Abilities:

• Excellent interpersonal and organizational skills
• Excellent communication skills – both written and verbal
• Progressed working knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
• Very good command of English both written and spoken
• High level of service orientation in dealing with internal and external stakeholders/customers
• Advanced PC software skills
• Advanced knowledge on new media & applications

Requisite Education and Experience / Minimum Qualifications:

• 5 years of experience
• Experienced in job and fully qualified/trained
• Combined theoretical and practical knowledge incl. company policies and practices
• Excellent command of English