Assistant - Generic

Responsibilities: Acts as the point of contact between Site Director, executives, employees, clients, external partners and stakeholders. Ensure compliance with all relevant HSE requirements across works to promote a healthy and safe work environment. Follow up on administrative duties for the team such as preparation of mission orders, expense forms, leave schedules, timesheets etc. Coordinates and manages the Site Director's complex and demanding agenda. Always handle strictly confidential and sensitive information with discretion. Negotiate and organize conference facility bookings, catering and accommodation arrangements for visitors. Receive and process invoices for payment. Prepare agendas, background documents, and accurate meeting minutes. Follow up on action points and track completion with relevant stakeholders. Independently Organize and coordinate high‑level and confidential meetings, management meetings, visits. Prioritize daily flow of information to the Site Director and Managers in a timely and accurate manner. Independently assesses incoming correspondence and redirects to the appropriate Leadership Team member. Prepare, consolidate, and format high‑level reports, dashboards, and briefing documents for Management reviews, governance meetings, Internal and external stakeholders. Maintains and updates the site organizational chart in coordination with HR and managers. Develop and maintain professional presentations (PowerPoint) aligned with corporate standards. Responsible for Organization and maintenance of the filing and database systems. Develops and implements improvements for information management in the share point. Assist in completing forms in accordance with company procedures and policies as may be required by the entity. Receiving calls, visitors, handling their inquiries and directing them to the appropriate persons. Handle stock records, requisition orders and follow up accordingly in SAP. Actively participate and follow up on the organization of all required Events. Participate in HSE reporting as required. Carry out any other duties that may be assigned to him/her by the line manager. Assist to gather and validates ‘lessons learnt’ from all project team and provides feedback. To keep informed the Project Management team of matters related to the office spaces. To liaise with other Assistants for ensuring whole consistency of the organization of their work.