Senior Administrative Assistant

About the role

ICAP Executive Search & Selection, on behalf of its client, a global leader in energy and commodities trading, is seeking a highly capable and motivated Senior Administrative Assistant to support the HR Director in a fast‑moving environment.

Key responsibilities

• Act as the main point of contact for personnel within the company and external parties.
• Greet, welcome, and direct guests and visitors to the appropriate person or meeting room.
• Answer, screen, and forward incoming phone calls.
• Manage meeting room calendars and coordinate audio and video conferences.
• Receive, sort, distribute, and prepare incoming and outgoing mail, and manage complex courier deliveries and shipment documentation.
• Process invoices and expenses, maintain filing systems, contact database, schedule meetings, bookkeeping and assist in coordinating company events.
• Administer mobile services, including SIM cards, mobile devices, roaming requests, and coordinate with the telecom provider.
• Order, maintain, and update office supplies, inventory, door access records, telephone lists, floor plans, and other administrative records.
• Arrange restaurant bookings, taxis, gifts, wreaths, hampers, and other business‑related services.
• Ensure that the reception area and meeting rooms are tidy, presentable, and properly equipped.

Required profile

• Vocational degree (an Associate's or Bachelor's degree is an advantage).
• At least 5 years of relevant professional experience.
• Fluent in English, both written and spoken.
• Strong attention to detail and excellent customer service, communication, and interpersonal skills.
• Experience in managing budgets and expenses.
• Strong organizational, multitasking, and time‑management abilities.
• Team player with a professional attitude and willingness to go the extra mile.

Required skills

• Microsoft Office Suite
• SAP
• Concur
• Alfresco