Executive Assistant

CORE ACCOUNTABILITIES

• Provide efficient personal assistance and correspondence support to the CEOs office, routing correspondence, as necessary, and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately;
• Act as the first point for both internal and external parties who wish to contact or meet the CEO’s office and screen the requests to ensure those with genuine and important reasons are given priority;
• Provide diary management support to ensure that the CEO’s time is allocated effectively among various responsibilities;
• Arrange meetings called by the CEO and prepare minutes, as required;
• Take initiative on behalf of the CEO to identify and deal with problems and issues that arise to ensure the smooth running of the CEO’s office;
• Develop and establish workflow processes and systems to enable smooth running of the CEO’s office;
• Prepare and compile papers / documentation, including project and Department-related reports and documents, for the CEO’s office, ensuring they are completed and prepared in time for meetings and discussions;
• Make travel arrangements, including negotiation for ticketing, transportation and accommodation, in a cost-effective way, ensuring best use of the CEO time;
• Maintain records / files, replenish stationery and arrange servicing of office equipment to ensure the CEO’s can function effectively;
• Provide office facilities and related administrative support to project teams and consultants working on projects for limited durations;
• Observe and apply strict levels of confidentiality and discretion to all matters related to the performance of role; and
• Serve as the first point of contact to answer, screen and transfer incoming call as well as office visitors.

EXPERIENCE & EDUCATIONAL QUALIFICATIONS

• Bachelor degree in Business Administration or equivalent
• 3 – 5 Years of relevant Secretarial experience in a multinational environment

KEY SKILLS

• Office administration and management
• Computer literacy
• English & Arabic language skills (Oral and written)