JOB DESCRIPTION – JUNIOR ADMINISTRATIVE and PERSONAL ASSISTANT

January 25th, 2019 Prisma

JUNIOR ADMINISTRATIVE and PERSONAL ASSISTANT

Full-time job

The Administrative Assistant works alongside the team at Prisma, ensuring an efficient, timely, accurate and pro-active handling of all designated administration related tasks. This may involve coordination of multiple tasks simultaneously and working under time pressure.

The PRISMA Administrative Assistant reports into the Office Team Manager and works closely with the Project Management Team and the CEO as required.

KEY RESPONSIBILITIES:

  • Perform day to day administrative tasks as required
  • Perform day to day PA tasks as required
  • Interact with external service providers and administrators
  • Devising and maintaining office systems, including data management and filing
  • Preparation of meeting minutes, agenda’s, PPT presentations  
  • Dealing with vendor cost collation, verification and payment 
  • Arranging travel
  • Screening phone calls, inquiries and requests, and handling them when appropriate
  • Meeting and greeting visitors at all levels of seniority
  • Organizing and maintaining diaries and making appointments
  • Dealing with incoming mail, often corresponding on behalf of the CEO
  • Perform tasks related to client projects as requested by the project managers

PLANNING:

  • Regular contact with various parties (Project Manager, team leader, CEO) for instructions on required tasks and expectations
  • Keep schedules/ Status sheets updated with actual dates for tasks completed
  • Learn and follow Prisma processes/ practices
  • Maintain necessary records & files for efficient operation.

INVOICING:

  • Assist in the preparation of projects for invoicing, collate costs from vendors, allocate the costs to jobs (Internal database and other providers)
  • Develop and maintain invoicing procedure (long term)
  • Log vendor costs / payments in database

OTHER:

  • Anticipate & expect to be flexible and perform new tasks as the Administrative Assistant role changes
  • Languages: English, French, German

Please send your CV and covering letter to:

hr@prisma.lu

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