Main Purpose:
This role provides dedicated support to senior stakeholders by managing calendars, arranging travel, handling document workflows, and coordinating events. Key responsibilities include organizing logistics for finance and ESG-related events, maintaining expense reports, and performing general administrative tasks such as correspondence management and document archiving. The ideal candidate will have excellent organizational skills and thrive in a dynamic and fast-paced environment.
Knowledge Skills and Abilities, Key Responsibilities:
Key Responsibilities:
* Calendar Management:
o Manage and coordinate a dynamic schedule for Global stakeholders, including organizing internal and external meetings.
* Travel Arrangements:
o Handle all travel logistics: visa applications, flight bookings, hotel reservations, and local transportation arrangements.
* Document Management:
o Ensure receipt, distribution, and secure storage of documents from the Corporate Secretarial Team for respective managers.
* Event Coordination:
o Organize finance-related events (local and abroad), including sourcing venues, managing logistics, food, and beverage arrangements.
* Expense Management:
o Track and manage the expense reports, ensuring timely submission and accuracy.
General Administrative Tasks (10%):
* Act as the administrative liaison for Puma Energy, handling incoming calls, emails, and correspondence.
* Coordinate logistics for high-level meetings (board and strategy, local and abroad).
* Oversee document archives, ensuring compliance with data protection regulations.
* Manage monthly petty cash and credit card expenses reconciliation and reporting.
* Monitor schedules proactively and anticipate potential disruptions (e.g., flight or meeting cancellations).
* Serve as the point of contact for document signature requirements involving multiple stakeholders.
* Raise KYCs via the platform and manage corporate document archives.
* Provide coverage for the Impala assistant during leave periods to ensure continuity of tasks.
Requirements:
Experience:
* High School Diploma
* Secretarial training
* At least five years of experience working with key managers in an international environment
Skills:
* Bilingual French and English - third language a plus (Spanish or another language would be ideal - both spoken and written)
* Intermediate to expert knowledge of Windows Suite
Competencies:
* Strong organizational skills
* Proactive and detail-oriented
* Excellent communication and interpersonal skills
* Ability to multitask and handle pressure
* Adaptability and problem-solving
Key Relationships and Department Overview:
Key Relationships:
* Internal: The director/Manager for whom he/she works, other assistants, Travel agency, receptionists, other managers.
* External: Clients, External Visitors
#J-18808-Ljbffr