Management Assistant and Corporate Secretarial
Responsibilities
* Prepare appropriate documents and presentations ahead of meetings and travels.
* Deal with letters and correspondence (email, mail, phone calls) on behalf of the Head of BU, filtering requests and forwarding them to the appropriate parties, managing priorities and ensuring that important information is transmitted promptly.
* Produce annual calendar and schedule company-wide events in collaboration with the Marketing Department.
* Distribute meeting invites and all relevant information to members of the Management Committees (Innovation, Q&HSE, etc.) and all Governance Meetings.
* Arrange & facilitate meetings, calls & video conferences.
* First point of contact to deal with correspondence, meetings, and diary management of BU Head.
* First point of contact among clients and other external partners, employees.
* Build relationships with key stakeholders across the Group being a reliable and effective point of contact.
* Take an active role in the coordination of meetings and company-wide events including off-sites, strategy days, team buildings, conferences, Christmas events, and any other ad hoc events.
* Stay up to date with new methods and best practices in the role.
* Arrange all travel itineraries, visas, accommodation, flights, trains, and transfers primarily for BU Head and partially for direct report.
* Create & process expense & travel expense reports.
* Support communication, in alignment with internal stakeholders (HR, Marketing).
Corporate Secretarial Area:
* Arrange the Board meetings, preparing agenda, documentation, convening of members, and drafting meeting minutes.
* Maintain and update corporate books (shareholders' register, Board of Directors meeting minutes book, shareholders' meeting minutes book), in compliance with current regulations.
* Manage ordinary and extraordinary corporate filings (filing of financial statements, communications to the Companies Register, etc.) and Powers of Attorney and Delegations.
* Archive and preserve corporate documentation, ensuring proper management and data confidentiality.
* Manage relations with competent authorities (Chamber of Commerce, etc.).
Qualifications and Skills Required
* Bachelor's Degree in Economy, Communication, or Social Sciences.
* 7+ years experience in similar roles.
* Full Microsoft Office knowledge (Word, Excel, PowerPoint, and SharePoint).
* Proficient knowledge of English (minimum B2).
* Knowledge of other languages will be ideal (German, French, Spanish).
* Knowledge of various video-conferencing systems.
* Strong written and oral communication skills.
* Proficiency in document management (workflow, quality control, and distribution).
Personal Profile
* Empathic and active listener.
* Proactive, takes initiative in a time-sensitive situation.
* Strong interpersonal skills and ability to develop good working relationships.
* Organized with the ability to plan ahead.
* Flexible.
* Remains calm under stressful situations.
* Teamwork expresses a positive attitude and encourages team engagement.
* Available to travel within the Country and abroad.
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