Executive Team Assistant for an International Professional Services Firm

Responsibilities:

Managing and maintaining busy outlook calendars highlighting potential conflicts, inputting travel data, conference calls, meetings etc.

Developing working relationships with external clients and their assistants to facilitate the information flow and scheduling process

Maintaining and developing working relationships with various  support staff members to maintain information flow and scheduling process

Organizing and scheduling client and internal meetings and events; prepare logistics/equipment arrangements

Providing vacation cover to other Executive Assistants

Coordinating meetings, arranging conference calls, reserving conference rooms, organizing catering

Where appropriate preparing and circulating meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items

Providing administrative support to PA events: prepare invitation mailings, manage responses, arrange catering, venues and on the ground support

Organizing and maintaining online systems for PA 

Managing client contacts for MSFT Dynamics

Organizing and maintaining electronic filing system

Preparing weekly timesheets and expense reports

Maintain highest level of internal and external confidentiality

QUALIFICATIONS:

Must have supported 2+ C level Execs with complex diary management, meeting arrangements

Complex travel arrangements, multi-city trips with changes

Visa applications and expenses

Strong service orientation

Maturity and flexibility to work both independently and in cooperation with others

High level of self-motivation and initiative

Willingness to exercise good judgment and make decisions based on logic and common sense

Excellent organizational skills:

Ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner

Superior attention to detail and accuracy

Follow through/ownership of tasks to completion

Willingness to consistently check and double-check all aspects of MDP/P schedule (including travel, client meeting preparations and materials)

Ability to multi-task and complete a variety of projects in a fast-paced environment

Ability and willingness to work overtime on projects and tasks as required

Knowledge and experience of the Middle East and local practices

Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook

Organizational skills: ability to handle competing priorities and to work effectively in a

challenging, fast-paced environment

Service oriented, flexible, attentive to detail team player

Required a minimum of 4-5 years’ experience in a fast-paced environment

You can apply by sending your CV to hello@recruitme-uae.com

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