Executive assistant

Main job accountabilities:

• full and reliable support in day-to-day activities for the Head of the Legal and External Affairs (LEX) Department;
• coordination of working schedule of LEX department, organization of face-to-face and online meetings;
• processing of incoming and outgoing calls (including conference calls using IT facilities) for the Head of Corporate and Legal Affairs, notifying of missed calls and messages left;
• receiving and registering all correspondence submitted to the Head of LEX Department and employees of the department; sending outgoing correspondence;
• processing documents to be signed by the Head of LEX department;
• drafting official letters and other documents;
• arranging business trips (ordering tickets, obtaining visas, etc.) and other team internal and external meetings (team-building activities) for the LEX employees.
• preparing all materials, presentations and documents for the Head of LEX department;
• performing written translations;
• preparing cost reports for all employees of LEX department;
• meeting visitors to LEX department at reception in BAT office;
• reviewing papers and electronic copies of documents stored in LEX Department in accordance with the Document Management Policy;
• making photocopies of documents;
• if necessary, delivering documents to third parties;
• administration of contracts with suppliers of goods and services of LEX department (creation of purchase orders, approval of invoices and acts of services provided, interaction with the Company's accounting);
• initiating agreements and annexes to agreements in the internal contracts management system;
• preparation of documents required for the issuance of powers of attorney on behalf of the Company, registering powers of attorney in the database;
• performing other tasks upon request of the Head of LEX department for corporate and legal issues, aimed at supporting the activities of the Head and / or employees of the department;

Main requirements to the applicants:

• Higher Education;
• Work experience is not mandatory (in the position of secretary / assistant would be a plus);
• Confident PC user, quick-learner;
• Fluent Ukrainian and English (both written and spoken);
• Ability to act flexibly according to the circumstances;
• Organization and planning skills;

The Company offers:

• interesting work in the team of professionals
• competitive salary
• annual bonus
• meal allowance
• medical and life insurance