A Day in the Life
Responsibilities may include the following and other duties may be assigned.
You will use problem solving techniques, tact and discretion when handling telephone calls, making travel arrangements, scheduling meetings and managing other requests for information.
You will welcome and look after visitors;
You will deal with incoming email, faxes and post addressed to the VP;
You will organize and maintain diary and making appointments for the VP and leadership team.
You will manage budget monitoring, analyze and signal anomalies, handling expenses;
You will deal with correspondence and writing letters and taking dictation and minutes; Types and proofreads correspondence, reports,
and forms; corrects grammar and formatting errors; drafts brief correspondence of a routine nature.
You will produce documents, briefing papers, reports and presentations;
You will carry out background research and presenting findings into subjects the VP is dealing with;
You will organize and attend meetings, and ensuring the VP is well-prepared for meetings; this may include overall arrangement and scheduling of meetings, preparing agenda, catering menus, room and equipment set up.
Anticipation and pre-planning where necessary.
Spontaneous adjustments to travel, meetings or other requirements of the VP.
You will liaise with clients, suppliers and other staff;
You will devise and maintain office systems to deal efficiently with paper flow;
You will organize and store paperwork, documents and computer-based information;
You will arrange travel and accommodation for VP & team and travelling with the VP to provide general assistance during presentations and organization of meetings & events.
You will attend & be involved in organization of conferences eg: Arab Health.
You will organise large-scale meetings/events which the CEO and or members of the Executive Committee are invited to.
You will work closely with other Executive Assistants across the globe including the US, Europe liaising and collaborating on projects as and when required.
You will maintain and record personal records and documents to include but not limited to visa applications, travel document preparation etc.
5-10 years of executive administrative management experience.
Bachelor s Degree
Fluent in English
Excellent written and oral communication skills; strong yet non-intimidating presence.
Knowledge of Executive level Office Management;
Excellent organizational skills; attention to detail, ability to plan and prioritize;
The ability to work on own initiative and to tight deadlines;
Flexibility and adaptability to juggle a range of different tasks and to work flexible hours to meet deadlines; attend to personal adhoc requirements for the VP.
An understanding of confidentiality issues and the use of discretion.
Honesty and reliability;
Proficient in MS office in particular Word, Excel, Publisher.
Excellent word processing and IT skills, including
knowledge of a range of software packages;