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Executive Assistant old

Executive Assistant

Mexico City 

Company Cairn
Job Title Executive Assistant
Line manager General Manager
Type of contract Permanent
Location Mexico City, Mexico
Department International, Mexico

Role summary

As a member of the Mexico team, you’ll heavily be involved in supporting the General Manager in the setup of the Mexico office; expected to provide a pro-active secretarial/administrative service to the team and proactively support the company efforts in ensuring we have a great place to work by acting as the first point of contact for the Company, and answering external and internal calls.


Areas of responsibility

Reception

  • Support set up of new office
  • Greet visitors in a professional and courteous manner.
  • Deal with all external and internal calls promptly and efficiently within three rings.
  • Action messages taken from calls or requests from members of staff.
  • Prepare list of external visitors expected keep everyone in the loop with changes to maximise security for the company.
  • Book meeting rooms, log information and liaise with kitchen with regards to catering requirements.
  • Ensure that the company reception folder is maintained & up-to-date.
  • Maintain an up-to-date phone/mobile list for all Cairn employees and post updated list on the intranet.
  • Maintain an up-to-date list of incoming/outgoing staff movements.
  • Allocate car parking spaces for Mexico staff and visitors and keep the allocation list up-to-date. Send email reminders so that they have the correct information.
  • Check invoices against logs for taxis, couriers and UPS when they arrive.

 

Administrative and General Duties

  • Provide support to the Mexico team and perform diverse administrative duties (e.g. drafting correspondence, tracking expenses and filing expense reports).
  • Manage a variety of daily business matters, prioritise items needing executive input and make limited or guided decisions on executive’s behalf.
  • Manage the scheduling, organisation and confirmation of meetings and appointments.
  • Support filing of arrangements before government agencies –occasionally in short notice.
  • Coordinate distribution of correspondence and parcels inside and outside the office, occasionally support using public transportation or personal vehicle.
  • Walk floor at least once per week to identify H&S risks and maintenance issues.
  • Check the printing room and tidy up when necessary and ensure stocks are available.
  • Check all meeting rooms and ensure the rooms are fit for purpose.

 

Mail & Deliveries

  • Prepare all international courier PAKS and frank all Company mail for the Edinburgh office and overseas locations.
  • Review company PR emails on a daily basis, distribute within the organisation and reply to general emails.
  • Review Right Fax and distribute within the organisation.
  • Receive all deliveries, check that it’s for Cairn, sign and notify relevant personnel.

 

Taxis

  • Order taxis for staff and guests and log in the spreadsheet.

 

Stationery

  • Order company stationery on a regular basis.
  • Maintain the stationery room well stocked and tidy on a regular basis.

Skills/Experience Required

Education

  • College degree or administrative assistant diploma.

Relevant experience / Skills

  • Fluent in English and Spanish
  • Office administration/ customer service experience.
  • Experience working as a receptionist.
  • Experience of dealing with a busy switchboard.
  • Able to organise and prioritise a workload consistent of separate procedures and deadlines.
  • Strong sense of integrity and the ability to deal with ethical situations effectively.

 

Company Values and High Performing Behaviours

Values

  • Respect
  • Relationships
  • Responsibility

High Performing Behaviours

  • Be Safe
  • Be Focused
  • Be Open
  • Be Collaborative
  • Be a Leader
  • Be Empowered
  • Be Entrepreneurial

 

 

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