Executive Assistant

JOB PURPOSE

• Provide support and coordinate all administrative requirements of the Department as designated in an efficient and effective manner
• Follow-up on the department action plan/MoM as advised by the head of the department

ROLES AND RESPONSIBILITIES

• Ensure proper and timely coordination of activities across functions with other Team Assistants / Executive Assistants
• Organize, file and maintain correspondence and other documentation for Department (paper & digital filing)
• Schedule appointments, prepare agenda, and coordinate arrangements for meetings
• When required, support preparation of meeting minutes and follow-up with other Departments on action points
• Screen and communicate meeting minutes, reports, and other business documents to the related stakeholders
• Coordinate / follow-up with other team members on the tasks provided by the head of the department
• Ensure to a timely correspondence to the department's requests
• Screen telephone calls and visitors, answer questions as requested, refer calls / visitors to the related person
• Coordinate travel bookings, visa applications and expense claims for all Department members
• Follow-up with other Departments on next steps and requirements as per the meeting minutes
• Organize, file and maintain correspondences and other documentation appropriately;
• Draft letters and official correspondences to concerned parties
• Prepare & format PowerPoint presentations (internal presentations / external pitches etc.) to a high professional standard
• Coordinate with other departments to process contracts, approval documents, invoices etc.
• Coordinate attendance monitoring and vacation planning for team
• Coordinate ERP actions including raising TCRFs and processing invoices

TECHNICAL AND INTERPERSONAL SKILLS

• Demonstrated skills in building and maintaining strong relationships with internal and external stakeholders
• At least practical-level command of both English and Arabic, written and spoken
• Ability to maintain confidential information
• Good communication and interpersonal skills
• Great understanding of policies, procedures & work methods
• Strong computer skills
• Excellent organization skills