R&D Executive Assistant

Responsibilities

• Provide high-level administrative support to the DVS Director
• Organise & Schedule Meetings onsite and offsite, Agenda’s & Action Items
• Excellent calendar management skills, including coordination of complex executive meetings
• Email Management - review, sort, and distribute if appropriate. Compile email communications on behalf of Director
• Compiling data for reports, creating spreadsheets and graphs:

• Headcount, MTP & SIRUS, R&D Efficiency

• Produce & edit executive presentations
• Manage projects on behalf of Director and liaise with personnel across DVS
• Co-ordinate travel & accommodation as required for Director and N-1s
• Organizing, scheduling and managing visits internal and external
• Managing approvals on behalf of Director:

• Commerce One
• QPulse
• Peoplelink
• VIM Approvals

• Coordinate logistics for executive visitors - Logistics, Accommodation & Entertainment
• Organisation of cross site events hosted at DVS.
• Maintain local information for visitors (Wi-Fi access, maps, transport, hotel/restaurant information, etc)
• Organization and assisting with team events & initiatives as appropriate
• Organise Meeting Rooms & Conference Calls: Agenda, relevant Presentations, IT Equipment & Conference Room Catering etc
• Training & mentoring department Admin Assistant
• Preparation of expense reports or other reports as required
• Desk , space management across the office to accommodate employees in most appropriate manner
• Arranging non disclosure agreements, recording and filing
• Maintaining filing systems (hard and soft copy)
• Maintain Department Management Planner
• Day to day administrative & Ad Hoc duties as required

Education/Training

• Third level Business qualification or 6+ years in a business environment
• Advanced Microsoft Office Skills: Word, Excel & PowerPoint.

ProfessionalExperience

• Minimum 4+ Years experience in a similar role within a multi-national organisation
• High Level of Administration & Computer Skills
• Strong experience in Excel, PowerPoint & Word
• Flexible attitude to job function and working hours
• Excellent Prioritization, Organization, Multitasking & Time Management skills all the while remaining energetic and positive in a fast paced environment
• Confident communication skills - written & verbal
• Excellent People skills and ability to effectively communicate and collaborate with a diverse range of people
• Strong willingness to learn; proactive approach: ability to quickly learn new tools and technologies; Interest and experience in using technology to constantly improve work efficiency
• Ability to work on your own initiative as well as in a team environment
• Outstanding attention to detail
• Friendly, approachable demeanour
• Expectation to exercise discretion and confidentiality on all business matters