Job description
Executive Assistant - Dubai
MAIN PURPOSE OF THE JOB:
The Executive Assistant will be responsible providing confidential, professional high level administrative support to the Managing Director as well as ensuring that sufficient administrative support is provided to the Rapid Access office in Dubai.
Reporting into the Managing Director, the Executive Assistant will serve as the primary point of contact (internally and externally) on all matters pertaining to the Managing Director.
The Executive Assistant & Office Manager will also serve as a liaison to the Senior Management Team (SMT) and the board of directors and will provide additional administrative support to the SMT across the GCC region when necessary.
KEY RESPONSIBILITIES:
Executive Support
- Complete a broad range of critical administrative tasks that facilitate the Managing Director’s ability to effectively lead the company including:
- Managing an extremely active calendar of appointments
- Completing expense reports
- Composing and preparing correspondence and presentations
- Arranging complex and detailed travel plans, itineraries, agendas and compiling documents for travel-related meetings
- Provide a bridge for smooth communication between the Managing Director and internal departments. Communicates directly, and on behalf of the Managing Director with the SMT, board members and others when necessary
- Researches, prioritises, and follow up on incoming issues and concerns addressed to the Managing Director. Determine appropriate course of action, referral, or response
- Keep the Managing Director well informed of upcoming commitments and responsibilities and follow up appropriately. Prioritise conflicting needs and handle matters quickly, proactively
- Arrange meetings and conference calls including coordinating all meeting logistics, developing agendas, presentations and meeting materials, transcribing, and distributing notes and minutes of meetings. Support prompt thorough follow up of meetings the Managing Director has attended
- Manage incoming email, post, expenses, purchase orders and telephone calls for the Managing Director as required
- Create, manage and provide analysis for various reports
Senior Management Team Liaison
- Provide support in the SMT meetings including assisting in scheduling, attending and note taking during meetings
- Coordinate and consolidate information, dates and agendas for SMT meetings
- Prepare an account of the meetings. Designate and follow up on assigned action items
Board Support and Liaison
- Serves as the Managing Director’s administrative liaison to the Board of Directors and manages board activities. Develops and maintains board records, minutes and documents
- Coordinate board meetings and dinners; arranging travel, visa and hotel accommodations for visiting Board members. Process travel reimbursement requests
- Compile, assemble, and distribute board meeting materials
- Maintains discretion and confidentiality in relationships with all board members
Skills
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
QUALIFICATION AND EXPERIENCE REQUIREMENTS:
The chosen candidate will meet ALL the essential criteria below:
ESSENTIAL
- Educated to at least High School level or above
- Solid track record in and administrative and executive support roles within a professional organisation
- Proven experience in diary and email management for senior personnel within an organisation
- Ability to read, interpret and write correspondence and present data in a succinct manner and to a high standard of English
- High level proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
DESIRABLE
- Ability to communication verbally and in writing in Arabic
- UAE Driving licence
