Personal Assistant at Adexen

Job description

• Manage day - to – day operational and administrative duties to support the GM, manage hectic calendar and meeting schedules, using prioritization skills and a high level of interpersonal refinement.
• Assist General Manager in developing and maintaining project documentation including drawings, specifications, meeting minutes, request for quotes, vendor submittals, comments, reviews and approvals and other project documentation.
• Assist in general administrative tasks such as answering phones, copying, faxing, filing, organizing, mailing and expediting information as needed.
• Organize large amounts of information into a coherent, meaningful format.
• Plan and optimize all travel plans for the General Manager.
• Coordinate logistics and travelling.
• Completes project and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving, making adjustments to plans.
• Attend meetings, take notes, transcribe notes, derive action plans and follow up with all attendees to reinforce the meeting purpose, outcome and expected responses/actions.
• Maintain professional knowledge base and seek opportunities to enhance skills and abilities, seek new areas of responsibility and perform new tasks, recommend process improvements.
• Serve as a primary point of contact for the administrative needs of the General Manager.
• Handle all duties with a high degree of integrity, professionalism and confidentiality.

Requirements

• Bachelors degree in civil or mechanical engineering.
• Minimum of 3 years experience as supporting a senior manager or Executive.
• Ability to interpret construction documents and specifications.
• Good communication skills – written and verbal.
• Good IT skills.
• High degree of integrity.
• Good inter personal skills.
• Strong attention to detail and accuracy are paramount for this role.
• Able to plan, prioritise and organise a heavy workload, adjust to changing priorities.
• Excellent excel skills.
• Able to exercise discretion and keep strictest levels of confidentiality.
• An outstanding work ethic and organization.
• Ability to speak and write Italian would be an added advantage.
• Ability to discuss with contractors, negotiate and close contract deals.
• PMP certified.
• Autocad knowledge is an added advantage.
• Good Accounting skills.