Senior Secretary

Description of the roleThe 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 partiesManage 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.