Talent Culture Coordinator Executive Assistant

Responsibilities

Reporting to the Cluster Manager, Talent & Culture, responsibilities and essential job functions include but are not limited to the following:

• Consistently offer professional, friendly and engaging service.
• Assist in the day-to-day operation of the Talent & Culture department.
• Provide all office administration duties such as written correspondence, mail, photocopying and ordering office supplies
• Receives internal and external calls and in-person visitors to the department, answer inquiries as needed, scheduling appointments, directing calls to the T&C team members and following up with messages
• Completing reference and background checks, making job offers, and processing all new hire paperwork as required. Handles incoming and outgoing mail.
• Coordinate and provide support to all units in terms of Pension, Medical or any other assistance they may require
• Updating and ensuring the bulletin boards are refreshingly clean and attractive to read.
• Maintain accurate and confidential filling system for correspondence, policies, standards, regulations and various matters related to the office.
• Manage accurate and efficient personnel filing system.
• Prepare Colleagues ID and Name badges.
• Prepare all letter correspondence for colleagues.
• Maintain colleagues’ information in using the current system and ensure it is updated by completing new hire Employee Action forms for processing, creates new employee files, and reviews files for complete and accurate data.
• Coordinate with department admin assistants and coordinators to verify attendance information.
• Assist colleagues with any document requirements they may have.
• Booking onboarding flights for new executives and expatriates.
• Liaise with payroll function for effective and on time administration of payroll.
• Completing hotel and Corporate T&C related reports and submissions in a timely manner
• Manage all aspects of the exit procedure of leaving colleagues, including visa cancellation, document requirements and flights if applicable.
• Manage availability of lockers for all colleagues.
• Prepare new Colleague orientation documents as required
• Assist with and support colleague events
• Follow departmental policies and procedures
• Follow all safety policies
• Other duties as assigned
  

Executive Office

• Strategic Calendar Management: Efficiently manage and organize calendars and meetings in accordance with leadership priorities.
• Assist with personal tasks and errands, such as managing personal appointments, organizing personal documents, and handling personal correspondence.
• Provide administrative support including drafting and proofreading, preparing presentations, note-taking, conducting research and executing special projects.