Group H&S Assistant

Role & responsibilities

PRIMARY RESPONSIBILITIES

Provide executive and administrative support to the Global Head of Health & Safety while ensuring efficient coordination, reporting, and governance across the Group H&S function.

Act as a central coordination point to support global Health & Safety alignment, structured reporting, and smooth execution of H&S priorities

SPECIFIC RESPONSIBILITIES

The role encompasses a wide range of responsibilities, including but not limited to the following:

Executive & Group Support

• Manage calendar, scheduling, and prioritization across multiple time zones
• Organize internal and external meetings (leadership, stakeholders, team)
• Prepare agendas, presentations, and briefing materials
• Take minutes and track actions to closure
• Plan and manage global travel (flights, hotels, visas, logistics)
• Handle expense management and reimbursements
• Support day-to-day administrative needs and priorities

Coordination & Project Support

• Coordinate with global, regional, and country teams on H&S projects
• Track actions, timelines, and deliverables across stakeholders
• Follow up to ensure timely execution and alignment
• Maintain and update project trackers, action logs, and status dashboards
• Coordinate inputs from multiple stakeholders for consolidated updates
• Flag delays, risks, or gaps to the Global Head of H&S for visibility

Procurement & Administrative Management

• Raise and manage Purchase Orders (POs)
• Track invoices and coordinate with Finance and Procurement
• Monitor PO status, approvals, and payment timelines
• Liaise with vendors and internal teams for billing and queries
• Support budget tracking and cost monitoring for team activities

Events, Workshops & Travel Coordination

• Organize global meetings, workshops, and face-to-face sessions
• Manage end-to-end logistics (venues, travel, accommodation)
• Coordinate participant communication and attendance
• Support on-site execution and post-event follow-up

Reporting & Documentation

• Support data collection and preparation of dashboards and reports
• Maintain organized documentation, files, and SharePoint
• Ensure accuracy and consistency of information

Stakeholder Coordination

• Act as central point of contact for internal stakeholders
• Liaise with H&S teams, HR, Finance, Legal, and Operations
• Facilitate communication and alignment across teams

Preferred candidate profile

• Strong organizational, coordination, and communication skills
• High attention to detail and data accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Experience supporting senior leadership in a global environment
• Proactive, reliable, and discreet
• Microsoft Office (Excel, PowerPoint, Word, Outlook)
• SharePoint / document management systems
• Reporting tools (e.g., Power BI advantage)