Administrative Assistant

компания "kaz minerals russia llc" kaz minerals russia is looking for potential candidates for the position of administrative assistant within construction department in our peschanka site (chukotka region). structural division: earthworks section / construction department report to: earthworks manager requirements: higher education minimum 2 years of experience providing administrative support at the executive level job experience in mining or other heavy industry is desirable english (verbal & written) – fluent proficient computer skills: microsoft office package (word, excel, power point) responsibilities: manager’s schedule and internal meetings planning of the manager’s working day: preparation and approval of the manager’s schedule of meetings, visits, work sessions, calls, receptions, and other events preparation of proceedings, meetings, work sessions held by the manager, including: - collection and preparation of documents required for a meeting; - notification of meeting participant about the venue and agenda, by making records in the calendar; - booking of meeting rooms and provision of all required materials for certain format of the meeting (stationery products, soft drinks, etc). - meeting of partners and visitors coming to the manager for business negotiations and meetings, provisional order of the building passes (badges). ensuring preparation of conference calls, video sessions with partners and management, timely submission of requests to the it department for equipment setup and functional testing. preparation of minutes and other documents to record the progress and results of meetings, sessions, negotiations. preparation of external meetings organization and technical assistance for external meetings and negotiations, in particular: - booking of rooms to hold negotiations and business meetings, also during manager’s business trips. business trips organization and technical assistance for the manager’s business trips, in particular: - preparation and approval of business trip requests in accordance with the requirements and rules established in the company, and submission of such requests to the general services and administration department for further processing; - in case of emergency situations (delay, cancelation, deferment of the manager’s flight), interaction with the general services and administration department to ensure the change of tickets and arrangement of a temporary place for the manager (business lounge, hotel, etc); - interaction with the general services and administration department with regard to manager’s accommodation issues, making quick decisions with regard to the accommodation issues in case of problems; - preparation of reporting documents after the manager’s business trip. hr-related functions making of personnel recruitment applications to hire employees to the department, in line with the approved template, established rules and requirements. welcoming of new employees of the department on their first working day. provision of necessary office stationary for new employees at their workplaces. preparation of documents for upskilling and training events for the manager and, optionally, for other employees of the department. interaction with all divisions of the company with regard to this issue, also to prepare reporting documents after such upskilling and training events. preparation of hr-related documents for the manager for vacations or business trips, updating of manager’s time sheet and other hr documents. preparation of consolidated time sheet and leave schedule for all employees of the department and its timely submission to the hr department. interaction with the bank involved in the company’s salary project, in case of manager’s problems or questions. provision of assistance and support to the manager to organize a visit to the medical treatment facilities in case of such request from the manager. immediately inform the hr administration department about the absence of employees at the workplace due to illness. document control receipt of incoming correspondence, submission of outgoing correspondence, mailing of outgoing documents and letters, registration of incoming/outgoing documentations according to the company’s requirements to the document control. receipt of documents and applications requiring manager’s signature, their registration, recording and delivery to the manager. collection of information, preparation and submission of analytical, informative, reference and other reports to the manager, within the limits of own competence. preparation of official letters, requests, presentation materials in english and in russian, as requested by the manager. notify employees of other divisions about manager’s instructions and resolutions and control over their execution. monitoring of the projects and other types of department’s activities, setting of deadlines, control over deadlines and execution of follow-up activities. presentation of a report to the manager. workplace maintenance of the manager’s office and workplace in good order. organization of activities to provide all required computer equipment, furniture and stationary to the manager. preparation of consolidated request to order required stationary according to the needs of the manager and the entire department, submission of the request to the general services and administration department. preparation of requests to the it department to order required computer equipment, replacement of the old equipment items, repairs and testing of the equipment installed in the manager’s office, as well as requests connected with the software installation to the manager’s computer and rectification of software malfunctioning. timely notification of the cleaning service about the necessary to perform cleaning in the manager’s office. conditions: employment specifications: direct contract with kaz minerals russia llc; work schedule: rotation 41/43; competitive salary and benefits; voluntary medical insurance - employee and 2 family members; life insurance - employee; mobile phone, laptop; laundry and catering are available on site; travel allowance; location: peschanka site (chukotka).