Administrator
SITA
Brussels
9 dagen geleden

ABOUT US

Our vision : Easy Air Travel every step of the way.

Around the world, nearly every passenger flight relies on SITA technology. Globally, almost every airport and airline does business with us, and it’s our job to support their operations.

As the world's leading air transport IT and communications specialist, we’re committed to meeting the demands of the air transport industry around the clock, every day.

PURPOSE

The SITA Secretariat is responsible for observing and executing statutory governance functions and requirements in connection with SITA ’s shareholders / members, Council, Board and Committees.

It specifically organizes the statutory meetings of the Council, Board, Committees and shareholders, and observes any legal procedures or requirements concerning these meetings.

In addition, the SITA Secretariat is responsible for organization and management of all logistical aspects of the statutory meetings, and manages SITA membership.

Main roles of the SITA Secretariat are :

  • Managing Board & Council relationships;
  • Ensuring the organization of the logistics for the Board, Council & Committee meetings;
  • Coordinating for all Board, Council and Committee meetings, agendas & documents;
  • Producing action lists and minutes;
  • Acting as custodian for Board, Council, Committee and shareholder records;
  • Managing Member and shareholder relations.
  • The Administrator Events & PA is responsible for the management, organization and coordination of logistics and events related to all Board, Council, Committees and Shareholders meetings within a defined budget and timeline, and is responsible for assisting the Director of the SITA Secretariat ( Director ) in all administrative and coordination matters, thereby ensuring the interface with all departments across the SITA organization.

    The Administrator Events & PA provides a comprehensive range of administrative / secretarial services to support the Director, by familiarizing him / herself with the content of the matters treated by the Director in order to prioritize and highlight key issues which need to be resolved.

    The success of this job will depend on the incumbent's ability to ensure the smooth and efficient running of the Secretariat office and all related events, in a pro-

    active and timely manner, and with the requisite professionalism, confidentiality and discretion as well as tactful relationship and customer care behavior.

    KEY RESPONSIBILITIES

    Organizing Board & Council meetings, logistics and events :

  • Working with an external venue search company to find and determine the best venue for the above meetings and related social events in conjunction with requirements : budget, specific attendance (directors, senior management, shareholders);
  • Negotiating directly with suppliers, such as : hotels, catering, AV equipment specialists, field partners;
  • Centralizing all requests for meeting rooms, set-up, equipment;
  • Organizing accommodation, transportation as required and answering any requests related to all SITA Board, Council, Committees and Shareholders meetings for all attendees (Board Directors, Council Representatives, Senior Management, Members);
  • Managing and coordinating all on-site preparation with SITA local staff or / and external persons as well as suppliers.
  • Communicating in relation to Board and Council logistics and events :

  • Coordinating all event mailings to Board Directors / Council Representatives / members for all logistics in close collaboration with the SITA Secretariat team;
  • Sending internal and external communications linked to Board, Council, Committee & Shareholder events in cooperation with the Director.
  • Managing the budgets and processes for Board and Council logistics and events :

  • Preparing yearly event budget and forecast in close cooperation with the Director;
  • Checking accuracy of all bills related to events, incl. breakdown per cost centre etc. and ensuring that all costs are allocated adequately;
  • Establishing procedures and documenting standards for organizing Board and Council events;
  • Reporting in writing after each event and organising a debrief with the hotel and internally in-order-to understand budget effectiveness and process efficiency, and as a result, ensure improvement for future meetings based on the debrief;
  • Researching and proposing new ideas and innovative ways of improving communication & organisation of these events.
  • Ensure day-to-day PA administrative responsibilities :

  • Monitor email messages and ensure efficient follow up;
  • Manage Director of the SITA Secretariat Agenda and ensure appropriateness and timeliness of arrangements for meetings, travel, accommodation, and events;
  • Filter and highlight priority situations and tasks requiring immediate action;
  • Screen calls, re-direct and problem solve as appropriate;
  • Prepare reports and presentations in liaison with the Director of the SITA Secretariat and team;
  • Organize meetings and conferences, both in-house and externally, including preparation of agendas, coordination of logistics, compilation and distribution of required documentation and presentations;
  • handle follow-up actions where necessary;
  • Handle travel arrangements as well as related expense claims, liaising with internal travel desk and Secretariat team;
  • Welcome and host visitors ensuring that a professional image is maintained at-all-times;
  • Handle sensitive and confidential material strictly in accordance with policy and instructions.
  • EXPERIENCE

  • Minimum 5 years of experience in a similar role acquired in a fast-paced multinational business environment.
  • KNOWLEDGE & SKILLS

  • Excellent planning and organizational skills;
  • High level of integrity and confidentiality;
  • Dedication to quality and attention to detail;
  • Ability to work independently, to prioritize workload and carry out multiple tasks simultaneously and under pressure;
  • Excellent customer facing skills and interpersonal skills;
  • Proficient in English (written and spoken), other languages a plus;
  • Ability to work with or experience in working with CxO level Executives;
  • Able to work with virtual teams; team orientation
  • Experience in budgeting and cost tracking;
  • High level of flexibility and proactive approach, able to work with uncertainties / last-minute changes;
  • High level of PC literacy;
  • Strong knowledge of SharePoint;
  • Air Transport Industry business and general market understanding is an asset.
  • EDUCATION & QUALIFICATIONS

  • Secretarial diploma or College Diploma in office administration or equivalent;
  • Marketing background and experience a strong asset.
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