Executive Assistant

Position Overview:

To assist the Leadership Team member and the team with day-to-day office work by assuming responsibility for the key administrative tasks (outlined below) and by using personal initiative to ensure the smooth operation of the team. Offering support for adhoc projects and presentation preparations.

To operate as a key team member who, through initiative and developing an understanding of the business and its issues, is able to follow up on action points and information flow.

What You Can Do For Us:

• Proactive and autonomous diary management for the Leadership Team Member
• Provide assistance for the Leadership Team member and other members of the team as well as external stakeholders
• Co-ordination of meetings by scheduling attendees, conference rooms, meals, materials, accommodation, prepare presentations, etc.
• Organise international and domestic travel, hotel bookings and itineraries for the team
• Co-ordination and planning of the logistics for special events (team days, annual conferences etc)
• Communicate effectively with senior executives and teams across various levels of management locally and internationally through telephone/videoconferencing or at the office
• Compose, produce, edit and proof-reads and distributes correspondence, presentations and reports
• Manage the administration of budgets
• Work with the team to report on budgets
• Coordinate adhoc projects for the LT member
• Screen, handle or redirect all incoming telephone calls
• Handle and prioritise internal and external information and process expenses for the team
• Assist with the onboarding of new associates by ensuring that all the necessary tools and resources are available for the associate on the first day (PC, Phone, Software, Desk etc.)
• Ensure that when an associate leave the organisation that all the necessary offboarding requests have been generated and the separation checklist has been handed to HR
• Help to orientate the new associate
• Assist with creating PO's and then following up to ensure PO's have been paid

• 8+ years' experience in a similar role
• Secretarial or Business College Diploma
• Advanced knowledge of MS Word, Powerpoint and Excel
• Demonstrated ability to provide proactive quality administrative assistance
• Fluent in English, Arabic and French