The Assistant will be supporting the Solutions Integrated Marketing Singapore Top Management. The support is not fixed to one individual director. The number of individuals receiving the support is subject to business need. The assistant will be both a part of the Solutions Integrated Marketing Singapore local team as well as the Global Group Secretariat team (50-strong).
Где работать?
Diary management -Director's meetings, conference calls, agendas and their translations, minutes, pre-read distribution, etc
Support to Director's workflowby understanding of key projects, priorities and cascaded actions. Arrangement of Director's diary and paperwork around it. Dealing with any Commercial Secrets documents assigned to Director (register and track).
Control of Director's orders – monitoring and coordination of any orders Director gives to their direct reports / receives from MD/CEO.
Finance Management- expenses processing for the Director, monitoring team budget and helping with planning, accruals, processing team-generated invoices, POs, P2P, cover sheets, performing checks against policies and procedures, flagging irregularities, liaison with internal Finance teams. Management of Director's SAP queue on request.
Travel management– travel booking (flights, hotels, transfers, visas etc) for Director and team group travel, monitoring Director's visas, passport validity and other travel documents, basic team travel reporting.
Management of internal Request Tracker loggings for the Director- ownership in the team (upload / download). Ensuring compliance of all uploaded drafts to the GPG Doc Flow Policy.
Event management for the team- research, payments and logistics. Assist with organisation of departmental and team events as well as large-scale meetings and team events (up to 150 ppl)
Onboarding/offboarding of JMLs to the team - IT access, seating, floor plans, internal processing
Minor corporate errands -gifts, minor purchases, etc. Minor personal errands for Director are permitted depending on capability.
Alignment, cascading & communication – ensuring the Director and the team are in tune with the latest corporate developments, news, new policies, new initiatives, keeping the department aware of what is going on across the company. The PA will be expected to support Country Chair with Russian-language correspondence in internal systems, write confidently in a very formal business-style Russian language.
Translations- light translation or arranging translations by inhouse or external translators for larger documents.
Rapport: build a strong understanding of management's working style and method and adapt accordingly to match his energy level and scope of work.
Условия работы:
Act as first point of call and an efficient gate-keeper for management office, both for internal and external contacts, managing all incoming postal correspondence and calls for the management to ensure appropriate action is taken in a timely manner.
Team player: build and maintain a strong network of relationships and work as a team with the Group Secretariat and with other offices within Gazprom Germania Group and parental company to ensure smooth flow of communication. Provide cover for the other EA in Singapore Office during holidays, as and when required.
Awareness: develop a strong understanding of the work the Country Chair performs and delivers.
Protecting the Company: strong knowledge of relevant policies and processes. Control & contribution to development where applicable. Skills & Competencies
