Administrative Assistant

Temporary Monaco, Monaco


Description

About SBM Offshore
The Company’s main activities are the design, supply, installation, operation and life extension of Floating Production, Storage and Offloading (FPSO) vessels. These are either owned and operated by SBM Offshore and leased to its clients or supplied on a turkey sale bases. Other products include: semi-submersibles, TLPs, FPSO LNGs, turret mooring systems, brownfield, offshore (off)loading terminals and most recently solutions for renewable energy. With an operating fleet of 14 FPSOs, two FSOs, one MOPU and one semi-submersible in operation worldwide at year end and almost 300 years of cumulative FPSO operational experience within the industry, the Company is considered a market leader in providing leased production floating systems. 

SBM Offshore employees’ total 4,250 and are spread over five regional centers, 10 operational shore bases and the offshore fleet of vessels. Group companies employ over 4,750 people worldwide, which include 500 working for the joint venture construction yards

SBM Offshore is looking for an Administrative Assistant

= The Administrative Assistant provides daily support to the Team/multiple supervisors and/or Director(s). He/she is the key interface between different teams; he/she ensures an efficient and reliable organization and structure of ongoing activities.

  • Manage and Update Manager’s agenda, business cards (Contacts), check emails and file accordingly.
  • Assist the team with general administrative tasks to ensure follow-up, recording and archiving of documents as well as regular help with day-to-day administrative issues to allow team members to focus on business-relevant issues.  
  • Organize meetings and team-building sessions, ensure that reservations are correctly submitted (i.e. booking meeting rooms or external venues) and are in accordance with the number of participants and the type of meeting; organize distribution of relevant documentation to the attendees, When required, prepare Minutes of Meeting and distribute.
  • Prepare correspondence when requested, reports, internal memos, Minutes of Department meetings, Narratives for Services reporting and presentations in accordance with company policies on style and format.
  • Ensure that the team is provided with the appropriate access rights and booking codes in order to allow them to book their working hours on time. Monitor that the hours are correctly booked and that the budget is accurately followed up.
  • Verify expense reports submitted for approval of the manager and create the correct workflow before submitting to management for final validation.
  • Organize travel for team members with the correct workflow and liaise with Travel department to find best itineraries and most competitive prices.
  • Obtain visas for travelers when required.
  • Liaise with other departments and services in order to maximize efficiency in all domains.
  • Ability to dedicate attention to requests from different managers at the same time.

+ In order to ensure a professional image of the Company you are to:

  • Act as the focal point to relay key communication internally and externally.
  • Coordinate correspondence (internal and external parties) to make a proper distribution, filing, record and follow-up. High level of confidentiality shall be respected in all communication.
  • Ensure respectful communication and collaboration with all colleagues.

 JOB REQUIREMENTS

Education: HND level or equivalent.

Experience: 10 years of relevant experience in a similar position.

Specific competencies:

Excellent time management.

Ability to adapt to changing work environments and work priorities.

Ability to work under pressure while maintaining high-quality performance and positive attitude.

Capacity to share complete and accurate information.

High-level confidentiality.

Compliance with company policies and procedures.

Appropriate personal appearance.

Excellent verbal and written communication skills.

Excellent English speaking, writing and editing skills.

Good computer proficiency (MS Office – Outlook, Word, Excel, PowerPoint, Visio).

# of positions: 3
Contract type: Interim
Duration:
6 months
8months
12 months