We are seeking a qualified Office Assistant to join the Linxon team to support a growing business and to effectively manage the smooth running of the office, liaising with all levels of staff and management, together with external stakeholders. The successful applicant will be responsible for performing a range of administrative tasks to support daily operations in an office setting.
This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.
Key Areas of Responsibility (KARs):
The main responsibilities of this role include providing general administrative support to the US Director of Execution and local Senior Leadership Team, including coordination and recording of local management meetings, ensuring meeting presentation and information is prepared and available. The successful candidate will be able to demonstrate excellent communication skills, be proficient in the use of information technology and able to work with minimal supervision.
In addition, successful candidate will be expected to support visiting overseas Executive Management with logistics and accommodation as and when required. Due to its position within the senior leadership team the role will require the successful candidate to handle confidential information. You will be working within a multi-disciplinary team which requires flexibility, the ability to both prioritise and adapt according to business needs.
Typical duties include, but not limited to: -
- Make necessary preparations for meetings and undertake relevant committee work including convening meetings, drafting agendas, minute taking, tracking actions and collating and distributing documentation required for meetings.
- Support Managing Director NAM with group communication & interface and ensuring compliance to deadlines
- Prepare and produce detailed presentations, correspondence, reports and any other documents as requested by the senior leadership team
- Responsible for assisting in the onboarding/offboarding process, specific to IT equipment distribution and any other related IT issues
- Undertake a range of general office duties to ensure the efficient delivery of administrative services including raising of orders, the procurement of stationary, business cards etc.
- Ensure a high level of confidentiality at all times
- Conduct office tours for new staff and guests
- Serve as Facilities/Property Management Liaison and report any issues within office suite, specific to guidelines under lease agreement
- Ad hoc duties as and when requested in line with business needs
Experience Required:
Previous experience of working as a PA / Team administrator, experience of minuting (often confidential) meetings. Able to make appropriate decisions quickly. Excellent communication skills (Written and Oral). Work confidently and maintain confidentiality. Have Strong organisational skills, team player, can manage stakeholders at all levels.
Competencies/ Skills Required:
- Ability to work in a fast-paced environment
- Team collaboration and be a team player
- Proven experience as a back-office assistant, office assistant, virtual assistant or in another relevant administrative role
- Working knowledge of office presentation equipment including projectors, TVs, and laptops
- Thorough understanding of office management procedures
- Excellent organizational and time management skills
- Analytical abilities and aptitude in problem-solving
- Excellent written and verbal communication skills
- Proficiency in MS Office Suite
- Vendor Account Management
- Knowledgeable of Apple iPhone setup
Education:
- Associate’s degree or Bachelors Degree
Personal Qualities Required:
- Effective communicator
- Result orientated
- Proactive and self-starter
- Resilient and flexible achiever
- Passionate to succeed
- Willingness to learn
- High degree of attention to detail
- Takes pride in the output delivered
- Down to earth, hands on, pragmatic
About Linxon
Shaping energy solutions to empower sustainable connectivity.
We combine SNC-Lavalin’s project management expertise and ABB’s deep technological knowledge to create a company dedicated to substations – we are Linxon.
Linxon’s vision is to deliver the best market offering for turnkey substation projects through world-class power technologies and delivering the highest level of competence in managing infrastructure projects.
As a leading engineering company, we help our customers with turnkey substation solutions in the field of power transmission, renewable energy and transportation.
In this role, you will have the opportunity to be part of a new company as it evolves and help shape it for the future. If you like new challenges, have an entrepreneurial spirit and are interested in working with other motivated professionals with expertise in the Substations EPC business, then this is the new opportunity for you.
To know more about the Linxon please click on the link below.
