Project Administrator
6 months ago
Defence
Permanent / Support Functions
Glasgow
03/02/24
On site
- ABOUT ASSYSTEMAssystem is an international company with one mission: accelerate the energy transition around the world.
Every day, our 6,500 switchers located in 12 countries (Europe, Middle East, Pacific Asia & Africa) connect their six thousand billion neurons to tackle the task of the century: switching to low-carbon energy.
We are a collective committed to the actors who are making the energy switch. Sharing our knowledge, expertise and values allows us to innovate and think differently about the energy transition.
To ensure a viable, efficient, and reliable energy future for all.
**Summary of the Role**
The Project Administrator will organise and co-ordinate administration duties and office procedures to ensure the project runs smoothly. The varied role will be supporting the project management team to successfully deliver the project. Always representing the project in a professional and competent manner, developing strong working relationships with colleagues and clients. Liaising with clients and colleagues to effectively complete all requirements.
**Tasks**
- Schedule meetings and appointments as required by the Management team and support as necessary.
- Compilation of reports and document formatting (e.g., Board packs, meeting packs).
- Minute taking and updating Action Tracker - attend and ensure accurate records of the meeting are saved, collating and distributing agendas, minutes, meeting papers, action trackers and other relevant documentation as required.
- Organise Travel as required.
- Maintain office space - book desks, alert relevant HSE manager of any issues identified.
- Address employee queries and resolve - travel arrangements, hardware, stationery.
- Work with other administrative colleagues across the teams to ensure a consistent and efficient approach and good communications on administrative matters. Create and maintain databases, records and templates. Accurate data entry.
- Ensure all mailing lists are kept up-to-date and accurate, liaising with team and others as required.
- Events organisation - Conferences, project events, parties and dinners. Liaise with and support the event lead/host and colleagues to coordinate the resources required to run a successful and fully accessible engagement event with partners and stakeholders.
- Timesheet Control - ensure team have filled in timesheets in a timely manner.
- Maintain team project diary (annual leave etc.).
MY PROFILE
- Able to prioritise and work on your own initiative - able to manage time effectively.
- Able to multi-task and not wilt under pressure - strong organisational and planning skills in a fast-paced environment.
- Hard working and collaborative with an agile, can-do attitude.
- Able to navigate issues and maintain a good balance.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Patience and discretion to deal with all aspects of the role.
- Flexible in working hours to fit with project needs.
- Excellent skills in Microsoft Word, Excel, Power point, Adobe Acrobat, DocuSign.
**Location: Glasgow Office**
- Permanent Staff or Umbrella Contractor Position
- Hybrid working - up to 3 days/week in Glasgow office
- SC Clearance required,
- Sole UK National
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