Administrative Assistant

Job Overview:

Reporting to the Site Construction Manager and providing administrative support to the wider CMT team. This role will be building strong partnerships and relationships with internal and external stakeholders to deliver excellent customer centric business support across all functions and levels of the project leadership. This role requires an individual who can work autonomously to provide a tailored support service

Responsibilities

Key Tasks and Responsibilities:

• Providing general office management and planning
• Provide general admin support to the CMT team
• Provide transport to and from project gate office
• Managing camp / accommodation booking processes
• Manage travel arrangements – transport from and to gate office, book R&R travel in partnership with Amex travel team, manage travel arrangements for business visitors in partnership with Amex travel team and Home office admin team
• Creating and maintaining the project’s electronic folders, filing and admin systems
• Preparing reports and presentations using MS Office applications
• Taking, formally capturing, and distributing minutes of meetings where required
• Requisitioning of stationery, office equipment, PPE etc
• Compiling team reports on a weekly, bi-weekly and monthly basis where necessary, and arranging the review and distribution of the reports
• Write and edit text – such as, but not limited to, letters, memos, reports
• Compiling and verifying expense reports to comply with company policy and issue to Accounts Payable
• Compiling and verifying allowance forms to comply with company policy and issue to HR
• Organising set-up requirements for new starters including IT equipment, software, desk allocation etc
• Perform a variety of research functions and use computer programs to produce reports, spreadsheets, and presentations
• Type and proofread documents, correspondence, and forms
• Carry out varied assigned tasks requiring knowledge of office protocol, demonstrating an understanding of the organization, policy programs, and procedures related to the work of the office
• Coordinate and set up meetings and conferences
• Arrange travel and work on special projects
• Maintain the schedule of one or more individuals
• Set up and maintain manual and electronic filing systems
• Answer the telephone, take, and relay messages, and address routine and non-critical issues or routes to the appropriate person
• Coordinate and process general administrative work such as time sheets, vacation requests, supply requisitions, etc.
• Photocopy, fax, and scan documents as required
• Assure of effective mail and package distribution
• Assist employees and managers with general administrative requests

Qualifications

Essential Qualifications and Education:

• Minimum A Level (or equivalent)
• Preferred but not essential to have experience in similar role.
• Experience in MS Office, (Excel, Word and PowerPoint) and SharePoint
• Able to communicate in both English and Swedish
• High school diploma or equivalent
• 2 to 4 years of experience working in an administrative assistant role, preferably in a large corporation
• Advanced knowledge of MS Office and other related software skills required; Advanced skills in operating a personal computer, various printers, fax machines, scanners, and other office equipment are necessary
• Excellent communication skills, both written and verbal
• In-depth knowledge of business procedures, letters, and report formats
• Able to read and comprehend instructions, and write correspondence and memos
• Able to effectively present information to co-workers and the public
• Strong organizational, multitasking, attention to detail, and interpersonal skills
• Able to work well with all levels of internal management and staff as well as clients

Preferred Qualifications and Education:

• Helpful nature with a positive can-do attitude
• Pro-active approach and full of energy
• Comfortable dealing with a wide range of people of all levels and backgrounds, approachable with strong communication and listening skills
• Flexible and adaptable to change in business demands & priorities
• Exceptional administration skills and an eye for accuracy and detail
• Prepared to go the extra mile when required