Travel & Lifestyle Services Executive Assistant – Temporary Position

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Job Description

 

The position will support TLS Director of Italy  & Spain in all processes and administration procedures as following:

  • Manage all day to day administrative activities for the TLS center

  • Calendar management on a daily basis, as well as forward planning on a weekly and monthly basis

  • Keep track of telephone calls & managing incoming and outgoing communication to the TLS BU (mail, email, etc.) to  ensure all correspondence are timely

  • Prepare and submit T&E expense claim

  • Organize business trips abroad (hotel, Airline tickets, preparing the Trip Plan Form for each business trip) and local

  • Coordinate and control all invoices relevant to the TLS BU and take care of the payments process

  • Organizing internal and external meetings, making all necessary arrangements including partners management and arranging catering

  • Responsible for coordinating and tracking deliverables on key initiatives for leaders including: mandatory training, compliance related initiatives, PMP deliverables, etc

  • Ensure Career Track and HR systems are updated and up to date

  • Document/presentation creation and editing organization charts and Ensure accuracy of the documentation prior to each meeting

  • Track time & inform to ensure meetings start in time

  • Coordinate the preparation of the Business Continuity Plan

  • Support NCF roles in preparing, distributing and filing periodical documentation to be shared with the counselor’s population

Qualifications


  • University degree
  • Excellent communication and relationship skills
  • Ability to interact with internal and external clients
  • Excellent customer care & teamwork
  • Strong time management, autonomy and organization skills, able to set priorities
  • Strong stress management and ability to cope with heavy workload
  • Extreme flexibility, change management, confidentiality and engagement
  • Effective knowledge of PC (Office) & use of internet
  • Excellent knowledge of Italian and English
  • Available and flexible to work overtime
  • Preferable previous experience in the position

This role may be subject to additional background verification checks.

 


ReqID: 19020285
Schedule (Full-Time/Part-Time): Full-time
Date Posted: Nov 29, 2019, 8:19:41 AM