Assistant
Puma Energy International
Date de publication :
11 janvier 2025Taux d'activité :
100%- Lieu de travail :Geneva - Puma Office
Main Purpose:
This role provides dedicated support to senior stakeholders by managing calendars, arranging travel, handling document workflows, and coordinating events. Key responsibilities include organizing logistics for finance and ESG-related events, maintaining expense reports, and performing general administrative tasks such as correspondence management and document archiving. The ideal candidate will have excellent organizational skills and thrive in a dynamic and fast-paced environment.
Knowledge Skills and Abilities, Key Responsibilities:
Key Responsibilities:
- Calendar Management:
- Manage and coordinate a dynamic schedule for Global stakeholders, including organizing internal and external meetings.
- Travel Arrangements:
- Handle all travel logistics: visa applications, flight bookings, hotel reservations, and local transportation arrangements.
- Document Management:
- Ensure receipt, distribution, and secure storage of documents from the Corporate Secretarial Team for respective managers.
- Event Coordination:
- Organize finance-related events (local and abroad), including sourcing venues, managing logistics, food, and beverage arrangements.
- Expense Management:
- Track and manage the expense reports, ensuring timely submission and accuracy.
General Administrative Tasks (10%)
- Act as the administrative liaison for Puma Energy, handling incoming calls, emails, and correspondence.
- Coordinate logistics for high-level meetings (board and strategy, local and abroad).
- Oversee document archives, ensuring compliance with data protection regulations.
- Manage monthly petty cash and credit card expenses reconciliation and reporting.
- Monitor schedules proactively and anticipate potential disruptions (e.g., flight or meeting cancellations).
- Serve as the point of contact for document signature requirements involving multiple stakeholders.
- Raise KYCs via the platform and manage corporate document archives.
- Provide coverage for the Impala assistant during leave periods to ensure continuity of tasks.
Requirements:
Experience:
- High School Diploma
- Secretarial training
- At least five years of experience working with key managers in an international environment
Skills:
- Bilingual French and English - third language a plus (Spanish or another language would be ideal - both spoken and written)
- Intermediate to expert knowledge of Windows Suite
Competencies:
- Strong organizational skills
- Proactive and detail-oriented
- Excellent communication and interpersonal skills
- Ability to multitask and handle pressure
- Adaptability and problem-solving
Key Relationships and Department Overview:
Key Relationships:
- Internal – The director/Manager for whom he/she works, other assistants, Travel agency, receptionists, other managers.
- External – Clients, External Visitors
