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Personal Assistant

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SITA

1mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Reading

AI generated summary

  • You need 5+ years in a similar role, a secretarial or office admin diploma, fluent English, strong PC skills, and the ability to manage confidential information and diverse situations tactfully.
  • You will manage calendars, coordinate meetings, organize travel, handle communications, process expenses, assist in project management, and maintain confidentiality of sensitive information.

Requirements

  • Minimum 5 years’ experience in a similar role acquired in a fast-paced multinational business environment.
  • Secretarial diploma or College Diploma in office administration or equivalent
  • English fluency and excellent communication skills
  • High level of PC literacy
  • Ability to work independently to prioritize workload and carry out multiple tasks simultaneously.
  • Capability to handle information where issues of confidential and/or sensitive nature are involved.
  • Innovative, flexible, and proactive approach
  • You adapt quickly and gain an understanding of the requirements of a senior executive.
  • You deal effectively with diverse situations that require sound judgment, tact and diplomacy.

Responsibilities

  • Scheduling meetings, appointments, and managing the executive's calendar. Helping the executive prioritize tasks and manage their time effectively.
  • Meeting coordination and preparing materials for meetings, arranging facilities, and coordinate agenda. Making sure the SVP has all relevant presentations/document ready before every meeting.
  • Provide administrative support during management meetings, including taking notes and managing logistics.
  • Booking flights, accommodations, transportation, and organize the agenda for business trips.
  • Handling and Flag emails to the executive/responding to emails on behalf of the executive when necessary.
  • Drafting communications and formatting documents, presentations, compiling information from different people.
  • Tracking and processing expense reports, managing reimbursements, and verifying team expense submissions.
  • Overseeing purchase orders and invoice tracking for executive.
  • Assisting in project management, coordinating tasks, and deadlines.
  • Acting as a liaison between the executive, direct reports and other staff or external parties.
  • Maintaining confidentiality of sensitive information and documents.

FAQs

What is the primary role of a Personal Assistant at SITA?

The primary role of a Personal Assistant at SITA is to assist a Senior Vice President in all administrative and coordination matters, ensuring smooth and efficient operations of the SVP's office.

What kind of experience is required for this position?

A minimum of 5 years’ experience in a similar role acquired in a fast-paced multinational business environment is required.

Are there any specific educational qualifications needed for this role?

Yes, a secretarial diploma or college diploma in office administration or an equivalent qualification is preferred.

What languages are required for this job?

Fluency in English and excellent communication skills are required for this position.

What type of tasks will the Personal Assistant be responsible for?

The tasks include scheduling meetings, managing the executive's calendar, preparing materials for meetings, booking travel, handling emails, and assisting with project management.

Is there a need for confidentiality in this role?

Yes, the Personal Assistant must maintain confidentiality of sensitive information and documents.

How is work-life balance addressed in this position?

SITA offers Flex Week, Flex Day, and Flex-Location options, allowing employees to work from home, tailor workdays to personal life, and work from various locations.

What kind of benefits does SITA offer to its employees?

SITA offers competitive benefits that align with local markets and employment status, as well as an Employee Assistance Program (EAP) and a platform for professional development.

Is SITA an equal opportunity employer?

Yes, SITA is an Equal Opportunity Employer and values a diverse workforce, encouraging applications from underrepresented groups.

Are there opportunities for professional development in this role?

Yes, employees can enhance their skills through training platforms, including LinkedIn Learning.

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SITA

Dedicated and committed to the air transport industry

Consulting
Industry
1001-5000
Employees

Mission & Purpose

SITA operates in the aviation industry, providing IT and communication solutions for airports, airlines, and air transport companies. Their services include airport management systems, passenger processing solutions, baggage handling systems, and air traffic management solutions. SITA's ultimate goal is to enhance the efficiency, safety, and overall passenger experience in air travel through innovative technology solutions. Their purpose revolves around facilitating seamless communication and data sharing within the aviation industry, enabling airports and airlines to optimise their operations, improve customer service, and ensure a smooth travel experience for passengers. SITA aims to be a trusted partner in the aviation sector, driving digital transformation and technological advancements to shape the future of air travel.

Benefits

  • Lifestyle

    We provide you with access to the medical care you need, life insurances and competitive retirement savings to help prepare for the future.

  • Live a healthy life

    We actively encourage a healthy lifestyle, offering location-based initiatives, like exercise or stress relief classes, to our global employee assistance program.

  • Enjoy quality time

    With our generous vacation and leave provisions, you’ll be able to take time away from the office to recharge, spend time with family or pursue personal interests.

  • Care for your family

    We support you and your loved ones through various stages of life, with parental and adoption leaves as well as information, resources and care programs.

  • Our Employee Assistance Program

    The service is there for you and your family, any time, with real, practical help. It supports your mental, physical, social, and financial well-being, whether you're thinking about quitting smoking, eating healthier, struggling with stress or anxiety, or you could use some help managing a big change or challenge in your life. You can turn to the EAP for support and strategies from an expert advisor or a referral to a counseling.