Admin Services Specialist

We are seeking an experienced Admin Services Specialist responsible for providing general services, administrative or secretarial assistance. Composes general correspondence, memos, presentations, and reports on behalf of executives and business managers.

The purpose of the position is to support NI FN Leader and his leadership team with tasks and responsibilities as exemplified below.

• Calendars management (schedule meeting arrangements, voice conferences, track meeting commitments, prioritize meetings and monitor changes);
• Business Travel organization and management – arrange itineraries, air ticket booking, hotel and restaurant reservations, visa arrangements, etc. (extensive use of Nokia Travel Systems);
• Expense reporting in Concur: expense claim creations;
• Distribution list management and creation, adding/removing names from main lists used for communications;
• Schedule events, workshops, team meetings, conferences (organization, room reservations);
• Manage office catering / food / drink purchases when needed;
• Collaborating with other administrative assistants;
• Use of Nokia tools for ordering/support for Laptop & Accessories, business cards and other office supplies as required (e.g. access cards, badges, mobile phones, etc);
• Administrates communication in team/department., including securing qualitative material for all hands meetings and similar occasions.
• Participate in the required team meetings, securing eg. structure, action points and minutes.

• Bachelor’s Degree in relevant field of study
• Experience in travel arrangements, corporate systems, and communications preferred. 2+ years experience in secretary or executive assistant area
• Strong with MS office package (Word, Excel, Power point), Microsoft Office 365 skills i.e. collaboration tools & systems a plus
• Ability to balance multiple tasks, work on own initiative and self-motivated;
• Strong written, verbal and general communication skills, ability to work in collaboration as part of a wider team with other admins and team members across the globe
• Fluent in English, both written and spoken is mandatory
• Ability to work with a variety of personalities is a key asset
• Maintains and ensures confidentiality and trust
• Able to identify goals and priorities, flexible with changing job requirements and pressure tolerance
• Enjoy fast paced team environment.