Project Assistant at WTS Energy

Responsibilities
For PPM Team:

• To provide assistance to the Project Portfolio Management team (PPM) for all matters related to general administration, secretarial and related logistics matters.
• To organize and follow up on the PPM team agenda as requested.
• To type/register/manage all official outgoing correspondence for the PPM team
• To maintain the PPM Team SharePoint organisation with proper directories
• To manage and order the necessary PPM office supplies
• To organize or give assistance for the organization of meetings or special events and associated logistics
• To receive / dispatch / register / manage information and correspondences
• To welcome and guide visitors
• To assist in the organization of the arrival of newcomers and departures (assignment of offices, IT and phone equipment)
• To maintain the PPM Team Directory, schedule of absence/presence/missions and any other directory as necessary
• To organise travel arrangements for the PPM team: organise missions, make sure all security rules are applied, perform bookings as necessary and treat in a timely manner the expenses statements of travellers
• To observe and impose strict confidentiality in the performance of the documentation management.

For the Portfolio:

• Find or build and gather all reference documents that could be used for Projects for the administrative work, such as: Management of typical Project Agenda, registration process of correspondence in New Prodom, Template for welcome kits in a project, etc…
• Provide support when required to the project assistants
• Promote good practice and share lessons learned.

Requirements

• 2 - 3 years experiences minimum in administrative work.
• Administration and secretarial techniques
• Office suite (mainly Word/Excel/PowerPoint)
• The company’s administrative tools.

Soft Skills:

• Good Relationship and communication skills
• Well organised and methodical.