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Acts as a local point of contact for all general telephone
calls or visitors to the office.
Sends notifications to office staff regarding office protocol
and alert of potential visitors.
Ensures the office premises are effectively maintained,
presenting an appropriate image to visitors at all times.
Assists in planning and organizing meetings/conference
calls, including arranging accommodations and other
Resolves questions and problems, independently taking or
coordinating the appropriate action, referring only the
most complex issues to higher levels.
Coordinates the office accounts. This includes keeping a
log of all expenditure, petty cash etc.
Reconciles office bank statements and collates receipts.
Works with HR to assist in the coordination of the monthly
Partners with line managers to ensure the monthly
accounting packages are completed and submitted to the
designated accounting provider.
Assists the team in filing timely expense reports and
ensures they are completed in a timely manner.
Provides support during meetings as required; prepares
and takes dictation, minutes, agendas, notices and
manages mailings of meeting agendas and supporting
Provides support to senior management by notifying and
escalating technical equipment issues to the IT
Ensures all IT related requirements and resources are
working effectively, liaising with the IT Manager as
Develops process to keep track of cost center and monthly
review of cost center statement.
Identifies variances of actual to budget and provides
regular updates to EVP.
Performs other ad-hoc duties as required by the office or
team as they arise.
Proven ability to work well under dynamic conditions with
input from multiple managers.
Ability to interact and communicate appropriately and
professionally with senior management.
Numerate/basic knowledge of bookkeeping.
Ability to influence others to ensure that issues which
have been raised are resolved.
Excellent problem solving skills able to think through likely
cause of problems before referring to others.
Ability to work on own initiative with minimal supervision.
Attention to detail.
Ability to work in a culturally diverse environment
Strong organization and planning skills.
Ability to prioritize own workload and manage multiple
requests in a fast paced environment.
Ability to liaison and co-ordinate the activities of a
geographically dispersed team.
Proven track record of strong office support/
Proficiency in Microsoft Word, Excel and PowerPoint.
Ability to maintain absolute confidentiality with regard to
Ability to build and maintain good relationships both
internally and externally.
Any combination of relevant education and experience
and/or related professional designations/certifications in
this field is highly desirable.
Minimum Required: Educated to degree level, or equivalent
in a relevant discipline