Executive Personal Assistant at Gilbarco Veeder Root

 The PA is responsible for all clerical and administrative support for the Managing Director, Financial Director and Human Resources Director at Gilbarco AFS.

Key Responsibilities

• Diary management; manage the Executive’s electronic diary by scheduling meetings and appointments, assessing priority of meetings/appointments and rearranging as necessary.
• Manage the Executives’ agenda for local and international business trips
• Assist in the preparation of the Executives’ agendas, pre-meeting briefings etc.
• Manage the Executives’ travel arrangements i.e. logistics and visas (excludes flights and accommodation).
• Work closely with the Travel Administrator to ensure flights and accommodation is booked timely and aligned to the Executives’ agenda.
• Manage the Executive’s email correspondences, ensuring that incoming correspondence is dealt with by the Executives/or on behalf of them.
• Maintain the Executives’ office systems, including data management and filing.
• Maintain records of the Executives’ contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Executives’ in researching and following up with action on matters which fall within the Executives’ responsibility – chasing responses, triggering follow-up actions etc.
• Manage the Executives’ Standard Work, briefing papers, reports, presentations etc.
• Organise meetings and communicate these timely to the Executives to ensure that they are well prepared for these meetings
• Assist/support Executives’ in arranging company/departmental events.
• Administrative support with regards to the Board i.e. Board resolutions etc.
• Minute taking in meetings where required.
• Any other duties as may reasonably be required by the Executives.

DELEGATION OF AUTHORITY

• N/A

POSITION RELATIONSHIPS

External

• EXCO
• Travel Administrator
• HR Department
• Employees