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Administrator - Leatherhead

Leatherhead, Surrey


£14ph PAYE

12 months plus

Provide administrative assistance to Concept development team, including:
- Become fully conversant with Project Documentum DCC system for extraction of documents
- Prepare / transmit / receive / log / file project correspondence, as required.
- Administer & maintain CDM calendar / schedule, schedule and coordinate meetings as necessary, ensure relevant documentation is printed and available prior to scheduled meetings
- Prepare & finalize presentation materials & slide packs for CD team external meetings and presentations as necessary and ensure presentation materials are properly on file with DCC
- Receive and escort VIP visitors within the Contractors offices as requested
- Attending key meetings and recording Minutes of meetings. Formalising and obtaining endorsement from attendees.
- Updating weekly progress reports (collating contractor data and transfer to Client format reporting – budgets, schedule / high level progress).
- Managing the CTR receipt, approval and expediting Call Off in a timely manner to support the workload.
- Managing CD team travel requirements, visas, expenses etc.
- Utilising Docusign and seeking / expediting approvals from in-country personnel.
- Liaising with other PAs in the region to ensure alignment on CDM meeting dates, times and attendance, as required.
- Addressing IT issues for the Concept Development Teams with relevant IT department and expediting resolution (ROO / BP IT / KBR).
- Maintaining CDT Teams site with latest PIRs / Stage Gates and information.
- Maintaining project documentation (Org charts / contact lists).
- Manage the CD team weekly team call, safety moments, attendance and meeting room etc.
- Other administrative assistance as required, e.g. copying & distribution of documentation, requesting appointments as required, providing requested assistance to other staff/visitors, etc.
Competencies required:
• Personal – a pleasant, dynamic and outgoing personality that will blend into a multi-cultural and multi-disciplinary team environment as a “team player”
• Computer skills
- MS Word, MS Excel, MS PowerPoint, MS Outlook – experienced
• Language skills
- English  – fluent

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