Job Title: Personal Assistant Reference: PAIT/145439 Department: IT Reporting to: Senior Director, IT Location: Springtown Date: December 2014 Job Summary: To provide a comprehensive professional administrative support service to the Senior Director of Worldwide Recording Heads Group IT. MAIN DUTIES AND RESPONSIBILITIES: To provide an effective and efficient professional administrative support service, incorporating complex diary and calendar management, including national and international travel involving the preparation of itineraries, travel and accommodation arrangements and submission of subsequent expense reports. To deal with highly sensitive and confidential matters and ensuring that all relevant papers and documents are available as required To assist with the supervision and co-ordination of all administrative activities associated with the business of the Senior Director, which may on occasion require the delegation of tasks and to guide and train staff in operational procedures as appropriate. To take responsibility for the development and maintenance of effective systems and processes and procedures i.e. electronic and paper based, in order to manage the administrative activity associated with the global RHG IT organisation. To provide support to global forums, including scheduling of meetings, preparing and despatching agendas, minutes, papers etc, monitoring and ensuring that follow up actions have been carried out, and as required to attend meetings to take notes and prepare draft minutes. As a first point of contact for all enquires to the office of the Senior Director, responsible for responding to routine oral and written enquiries (internal and external) regarding the business of the Senior Director through the drafting of letters, papers, reports, spreadsheets and other statistical analyses. To participate in effective liaison with relevant internal Seagate functional organisations globally and external organisations in order to facilitate the exchange of information to support the business of the Senior Director. To support and maintain departmental information and documentation, manual and electronic records, databases, computerised information systems and generate reports as required to assist in the management and implementation of a range of activities (including the monitoring of monthly budget reports and provision of information to budget holders, etc.) identifying issues which require addressing and presenting information accurately and appropriately. Responsible for organising events such as global strategy meetings and coordinating the associated arrangements to ensure activities/events are administered efficiently. To contribute to short term projects or contribute as part of a larger RHG IT organization wide project to support the achievement of project objectives. To implement changes to service provision as requested by the Senior Director, using discretion and initiative to ensure the service can continue to meet agreed quality standards, guidelines and procedures. To participate in appropriate staff development initiatives to ensure skills and knowledge is continually developed and updated. The above statements reflect the general qualifications, tasks, duties, activities and/or responsibilities necessary to describe this job and is not intended to set forth all of the specific requirements of the job. These job duties/responsibilities may change or vary in response to business needs.
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