Finance & Operations Assistant

Компания "Smart Solutions Personnel"

Global pharmaceutical company is seeking a highly organized and detail-oriented Assistant to Finance & Operationa and Personnel heads who will provide comprehensive support and plays a crucial role in facilitating the efficient operation of the finance & P&O departments.

The scope of work:

• Administrative Support to the department Heads: Provide comprehensive administrative assistance to the department heads, including managing expense reports, vendor creation, tender forms, office supplies, and other ad-hoc tasks as needed.
• Appointment Scheduling: Manage and schedule appointments, meetings, and events for the department heads to optimize time utilization and prevent scheduling conflicts.
• Company Car Fleet Coordination: Assist with administrative tasks related to the company car fleet and coordinate vehicle reservations.
• Document Control: Oversee a centralized filing and archiving system for key documents, contracts, and records. Implement procedures to ensure confidentiality, security, and easy retrieval of documents, while tracking and updating document versions as necessary.
• Office Management: Supervise day-to-day office operations, including the management of supplies, equipment, and facilities. Liaise with reception to coordinate necessary repairs and maintenance.
• Communication: Serve as the primary contact for internal and external communications, ensuring prompt and accurate responses. Facilitate communication with stakeholders and resolve inquiries effectively.
• General Administrative Support: Provide general administrative assistance, such as handling phone calls, responding to emails, drafting correspondence, and maintaining office calendars, along with a comprehensive database of office contact information.
• Scheduling and Coordination: Organize appointments, meetings, and conferences, coordinating logistics, preparing materials, and arranging travel accommodations. Assist with training activities, including preparation and printing of necessary documentation.
• Meeting Preparation: Organize meeting materials, including agendas, presentations, and minutes, ensuring all logistics are managed. Actively participate in meetings, taking notes and preparing detailed minutes for accurate follow-up.
• Travel Coordination: Arrange travel plans, including booking flights, accommodations, and transportation, and create detailed itineraries for the department heads. Assist with their housing and transport arrangements.
• Financial Support: Aid in financial tasks such as processing invoices, tracking expenses, and maintaining budget records. Collaborate with the finance department as required, ensuring an organized filing system for financial documents and confidentiality in data entry.
• Translation Support: Provide translation assistance to the F&O head for internal and external meetings to facilitate effective communication.
• Project Collaboration: Work collaboratively on special projects, including process improvements, office relocations, or technology implementations, by providing administrative support for successful execution.
• Event Organization: Assist in planning and organizing company events, such as conferences, training sessions, and social gatherings, as requested by the department heads. Work with other department assistants to ensure efficient management of all logistics and preparations.

Requirments:

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Previous 3-5 years of experience as an executive assistant or finance assistant, preferably in a corporate setting.
• Strong understanding of financial principles and practices.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and financial software applications.
• Excellent organizational skills and attention to detail.
• Excellent communication and presentation skills
• High level of discretion and integrity in handling confidential information.
• Strong written and verbal communication skills in English, Russian and Kazakh languages.