Executive Assistant

Job posted on Tuesday, August 16th, 2016 at 3:21 pm

Job Description

Requisition ID: 00325204

Job: Finance

Primary Location: ARE-DBA-Dubai

Education Level: Bachelor’s Degree

Shift: Day Job

Travel: No

Relocation Available: No


University Relations Requisition: No


Executive Assistant


  1. Proactively manage a wide range of executive and administrative duties and processes
  2. Deal with incoming email, post or other correspondence as required
  3. Devise and maintain office systems including data management and electronic filing
  4. Carry out background research, produce reports, briefing papers and findings
  5. Work multiple priority activities that require extensive coordination in multiple time zones; schedule appointments and meetings, and manage the calendars for VP and other leadership members as assigned
  6. Arrange corporate travel and meetings by developing itineraries and agendas, visas, scheduling flights, booking other transportation, arranging lodging and meeting accommodations
  7. Provide general assistance for presentations, workshops or meetings. Ensure senior management is briefed for meetings. Take notes if required and follow up
  8. Screen phone calls, enquiries or requests and handle if/when appropriate
  9. Protect confidential and sensitive personnel information for Leadership, HR and Customers
  10. Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans
  11. Manage team MOS as an integral part of the leadership team and drive accountability around actions, right and fast
  12. Ensure that assigned projects / tasks are correctly planned and managed during execution
  13. Establish, maintain and drive best practices in all aspects of Office Management
  14. Be a change agent – influence, consult, and lead efforts for sharing and standardizing of best practices and processes
  15. Drive on-time project / task completion with excellent quality and customer experience
  16. Coordinate with other assistants (Pole-Region-Country). This work will include working process improvement projects, rotational duties (i.e., ordering office supplies and managing conference rooms). Support for other assistants during time away from the office also required
  17. Organize leadership events. Provide logistical and on ground support for major customer and employee events as needed
  18. Interact effectively with internal customers; handle communications and inquiries with external customers in a global multi-cultural environment



Experience&  Qualifications:

  1. Business Degree or related field preferred
  2. IT savvy, fully conversant and proficient in Microsoft office and related software packages.
  3. Min. 5 years of executive administrative experience
  4. Handle multiple tasks simultaneously and autonomously
  5. Work unsupervised once briefed, efficiently and effectively in a demanding environment
  6. Skilled at organizing administrative processes and systems
  7. Successfully interact with a dispersed leadership team, other executive administrative assistants and customers
  8. Excellent interpersonal, organization and communication skills appropriate to a multi-cultural and diverse working environment
  9. Strong problem solving skills that allow to proactively anticipate requirements
  10. Able to maintain a high degree of confidentiality and discretion
  11. Enthusiastic with a positive outlook and willingness to help or step in where needed, honest and reliable
  12. Advanced proficiency in various software programs including MS PowerPoint, Excel, Outlook and Word
  13. Detail oriented; possess executive presence, maturity and judgment and an ability to see the bigger picture




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