Title:  Senior Secretary

Description of the role

• The role is to provide high quality Executive Personal Assistant and administrative/ secretarial support to the Managing Director to ensure the smooth Management of day-to-day affairs.
• Handle sensitive and complex issues in a professional and objective manner.
• Discretion and confidentiality are essential attributes to be successful at this role.
• All personnel are expected to contribute to creating a positive HSEQ culture within Subsea 7 and ensure familiarity with and adherence to local HSEQ codes and practices. All personnel are also expected to contribute to creating a culture of ethics and integrity within Subsea 7 and ensure familiarity with and adherence to our Code of Conduct.

What will you be doing?

• Complete a broad variety of administrative tasks for the Managing Director including managing an active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to Managing Director’s time and office.
• Planning and schedule day to day personal itinerary.
• Determine priorities and ensure efficient execution & completion of tasks in addition to planning ahead for upcoming schedule.
• Managing diaries and organizing meetings and appointments, often controlling access to the Managing Director.
• Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the Managing Director in determining appropriate course of action, referral, or response.
• Provide a bridge for clear communication and maintain credibility, trust, and support between the office of the Managing Director and clients.
• Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the Managing Director’s.
• Manage Securing appointments with key clients and government agencies.
• Dealing with general correspondences with internal and external parties
• Manage and able to organize of events and functions.
• Assist company and personal matters in a strictly Private & Confidential manner.
• Any other duties as may reasonably be required by the Managing Director.

What experience would we like you to have?

• Educated to at least High school, HND or equivalent level.
• Previous experience of supporting 1 or more senior managers at an appropriate level, with previous work secretarial/administration work experience in addition.
• Excellent working knowledge of MS Office tools: PowerPoint, Word, Excel.