Position Description

Administrative Assistant, Global Stakeholder Engagement - EMEA
Primary Location Belgium
Possible Hiring Locations Belgium
Department 0310 - GSE - Executive
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Position Summary:

Performs administrative duties for the EMEA Regional Vice Presidents and carries out responsibilities in the following areas (including, but not limited to): scheduling, office and clerical support services, shipping/receiving, reception, purchasing, facilities, security support and complaint processing.

Key Responsibilities:

  • Schedule meetings, appointments, conference calls and travel arrangements for EMEA Regional Vice Presidents.
  • Manage calendars of some of the EMEA RVPs
  • Assist with the creation of spreadsheets, manuals, presentations and communications, and publish documents to staff wiki, website and EMEA newsletter.
  • Proactively support the EMEA Regional Vice Presidents and department staff while they travel.
  • Provide routine and complex administrative duties such as completion of expense reports, creating and maintaining complex filing systems, monitoring emails, and data retrieval.
  • Help to track and organize regional contacts, databases and resource centers; maintain mailing lists and stakeholder contacts databases; maintain a calendar of events for the EMEA region.
  • Analyze solutions and prioritize work responsibilities with minimal guidance and instruction.
  • Create and maintain complex filing systems and reports while retaining a high level of security.
  • Liaison with other departments and to resolve problems, handle complaints and coordinate efforts.
  • Recommend and implement solutions to administrative problems as needed
  • Ensure all mail is promptly sent and received.
  • Be back-up to the Executive Assistant for calls and webinars
  • Other duties as assigned or requested.

Essential Job Functions:

  • Maintaining Departmental communications: arrange conference calls, minute meetings and calls. Set up regional and community webinars with PGI GlobalMeet and Adobe Connect.
  • Create reports aggregating materials submitted by the team
  • Track invoicing and reimbursement in collaboration with the Finance department including managing PO, invoice and requisition processes through ReqLogic
  • Track contracts and checklist in collaboration with the Legal department.
  • Assist with planning for travel, meetings (including tracking invitations and replies, liaising with event contractors, event locations and caterers), materials and shipping.
  • Support the dispersed team and act as liaison between the remote team members and the EMEA hub office department functions

Qualifications:

  • Minimum 5 years related administrative experience supporting senior level management required College degree preferred
  • Proficiency using Excel, Word, PowerPoint and Adobe Professional
  • Excellent language skills, bilingualism preferred and multilingualism a plus (preference for the 6 UN official languages)
  • Experience with Wikis and online systems like Concur and ReqLogic a plus
  • Proven ability to compose clear reports, summaries and other written communication Ability to take fast notes or shorthand preferred
  • Detail-oriented and organized with the ability to multi-task Ability to work with highly diverse workforce
  • Ability to work independently (self-motivated) 
  • Ability to handle confidential matters with discretion
  • Curiosity and passion for the development of the internet