GBS Site Assistant

Provides administrative and clerical support to relieve department managers or staff of administrative details. May coordinate messages, appointments, information to callers, file maintenance, department office supplies and mail. Researches, compiles and proofs word processing assignments. Operates automated office equipment. May be assigned to various functional areas of the company.

Essential Duties and Responsibilities

• Responsible for the day to day smooth running of the office reception and performing various administration support tasks including support for the Leadership team.

Reception/Office Admin

• Reception duties, greeting clients and visitors as required, handling reception phone line, booking taxi’s etc
• Coordinate and maintain office common areas including monitoring and maintaining adequate stationary/ kitchen supplies.
• Central contact point for any office queries, issues or requests
• Handling all incoming and outgoing mail and courier parcels
• Order catering and lunches as required
• Coordinating the meeting rooms including calendar booking system
• Working with our partner travel agent to coordinate travel bookings both in Lithuania and other venues for training or congress events
• Process invoices for payment
• Support and coordination of office events and internal training courses
• Manage office P-card
• Supporting other functions as required on projects or tasks
• Preparation of all printed materials/folders for all training courses
• Shipping of all training materials if required i.e. distributor training
• Co-ordinating all logistics for training courses both in Lithuania and other venues including venues, lunches, speakers, agendas and emailing all delegates to confirm all of these details
• Working with our external partners in preparing and shipment of training materials

Facilities

• Liaise with external contractors as required for office related issues
• Prepare for all new starts e.g. access cards and desk equipment
• Point of contact for Facilities team
• Support the space planning team: Weekly updates and making real time updates to the visual planner
• Appointed office safety officer- Fire marshal, office aider, organise office safety meetings, work with Global Health and Safety team
• Order Ergonomic equipment when requested and approved
• Office first aider

 Executive admin support

• Provide EA support for the VP of International Business Operations and other members of the Leadership team as required
• Managing expenses
• Organising and communicating the ‘all employee’ quarterly townhalls
• Scheduling and organizing Leadership team meetings
• Diary management tasks

• Excellent interpersonal skills and verbal/written communication
• Well organised and good time management
• High level of confidentiality, integrity and reliability
• Professional and self-motivated
• Good attention to detail
• Ability to multi-task
• Resourceful, works on own initiative with minimal supervision
• Proficient user of Microsoft Office applications (Word, Excel, Outlook. PowerPoint) 
• Fluent in written and spoken English is a must

• An exciting opportunity to be part of a dynamic, innovative and progressive multinational organisation. 
• You will be part of a high growth company with a true purpose and have the ability to shape and influence, making a real difference to those living with Diabetes. 
• Opportunity to carve out a long-term career. 
• Access to outstanding training and development programmes.  
• Work with over 5,000 awesome colleagues in an open, fast-paced and fun working environment. 
• Attractive benefits including performance-based bonus, medical insurance, private pension, accident, and life insurance, team events etc.