Personal Assistant

The Personal Assistant (PA) will be the main support function of the VP in his daily activities. He will be able to fully rely on her to administer his/her daily tasks in his absence. She will be able to produce executive presentations as well as preparing financial overviews.
The PA will as well support the whole team in organising travel when required.

General Administration

• Agenda Management for the VP
• Meeting set-up, including agenda preparation, booking of meeting rooms, setting-up conference calls, finding appropriate timeslot for all participants etc…
• Screen telephone calls
• File expense claims for VP
• Pick-up visitors from reception, and host them until start of the meeting
• Maintain facilities records, seating plans etc…
• Collate and maintain an inventory/depository overview from all teams and ensure its accuracy

Meeting Management

• Taking Minutes of Meeting including action points for each of the attendees
• Support VP in following-up on open action points from previous meetings
• Take ad-hoc responsibilities signed over by the VP to release the VP’s workload and ensure he can focus on high priority issues.

Presentations and Finance

• Support VP in preparing executive presentations
• Manage VP’s financial overviews supporting spend tracking, employees’ expenses etc…
• Coordinate and prepare presentation/communication materials for Operational Review calls and management network KPI reporting to ensuring accurate information and timely distribution to CNO Senior Management, Executive Management, vendors and for external conferences. The effort should be on a stand-alone basis with efficient and effective use of other resources.
• Follow-up on requirements to the team brought forward by the VP to ensure all material delivered is showing the correct quality and content, enable the VP through this to report to Senior Management within timeline and be able to focus on his main tasks with the right material on hand at any time
• Assessment of all processes and procedures to ensure best practice
• Timely and accurate report preparation and delivery
• Read and analyze business documents, add summaries and present the findings
• Prepare, manage, analyze and follow up information requests

Travel

• Support the VP in daily tasks to ensure he has all necessary material to follow the daily business development, that issues within projects are brought to his attention immediately and to ensure the VP is informed about all issues occurring - constantly when travelling.
• Organise Travel (flight, hotel) for VP and for the entire Network Engineering team
• Arrange local transportation for VP when necessary

HR administration

• Manage IT toolset for new comers: ordering PCs, Phones, organising desks etc…
• Maintain HR files for Network Engineering personnel
• Arrange interviews with potential candidates
• Create and maintain overview of training needs: job improvements, skill acquisitions or Certifications (ensuring staff are efficiently licensed, trained and up to date)

Company dues

• Organise off-site meetings, dinners, team events as appropriate

• Ideally educated to degree level (A’ level education considered)
• A minimum of four years PA/secretarial experience at a senior level
• Shorthand and excellent typing skills
• Good computer literacy,
• Speed and accuracy essential. (MS Office, Excel, Powerpoint).
• Experience/Ability to work in an international and multicultural environment, ideally in the Telecoms industry
• Excellent organisational skills
• Excellent communication skills, both verbal and written
• Proven ability to work under pressure and to tight deadlines
• Bright, confident personality
• Flexible and mature approach with ability to work unsupervised
• Fluent in spoken and written English

Our client is a large media company with its corporate office based in Amsterdam.