Job Description

Roles & Responsibilities

Main responsibilities will include:

Support with overall supervision of office environment and the VP’s with communication and establishing standards and procedures.

Responsible for the effective coordination and follow-through of the activities and commitments of the VP’s by producing and managing an integrated master calendar of key events, dates, and deadlines that are critical to the conduct of the BD business.

Manages the flow of information and compliance tracking, including a sensitive material and highly confidential in nature, with a high degree of discretion, via phone, email, to the leadership team, internal associates, and external organizations.

Coordinates the meetings and agendas for VP’s Meetings, as well as the BDX Annual events. Records the minutes of the meetings and the executive sessions. Assists with the development and implementation of the business reports.

Ensuring smooth and successful meetings that are associated with the responsibilities of the VP’s. This includes the overall arrangements and details of scheduling meeting rooms, preparing agendas, catering menus, room set-up, and equipment needs.

Functions as the executive assistant to the VP’s creating correspondence, reports, tracking sheets, and other materials; coordinating travel arrangements, assisting with projects, ability to manage all aspects of communication, etc. This will require involvement in preparation of presentations, involvement in meetings, assistance in project plan development, budget and spend control.

Assists with document preparation and electronic and hard copy archiving. Provides historical reference by developing and using filing and retrieval systems and recording meeting discussions. Maintains records as advised.

Arranges travel and process country related invoices. Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Facilitates regularly scheduled meetings with team members throughout the organization in order to foster administrative support efficiency and effectiveness.

Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents/reports; collecting and analyzing information; and initiating telecommunications. Secures information by completing database backups.

Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

Completes projects by assigning work to clerical staff and following up on results.

About you

Bachelor’s degree in business administration or management.

5 years of experience as an executive assistant and knowledge of executive level.

Excellent interpersonal and communication skills.

Ability to work independently with little supervision & with a diverse group of individuals.

Ability to plan, coordinate and prioritize work.

High personal integrity and ethical standards.

Proficiency with Microsoft Office Suite. Experience with Microsoft SharePoint & Microsoft Teams/ Word/Excel/PowerPoint. Project coordination is a plus.

Able to demonstrate reporting, time management and strong presentation skills.

Proficiency in English & Arabic

Mastering official communication and letters in both Arabic and English.

Executive Assistant BD

Executive Assistant
BD