Our client based in Abu Dhabi is looking for a Executive Assistant for its firm.The ideal lady candidate must have Executive Assistant experience and in handling a wide range of administrative ,executive support related tasks and will be able to work independently with little or no supervision. The lady must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting diverse people and programs. The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.Executive Assistant will be responsible and accountable for the handling a wide range of administrative and executive support related tasks for the CEO. ensure proper administration and archiving of documentation of the CEO office.
Maintain efficient filing and record retrieval system.
Handling of office float and supplies.
Keeping of diary of appointments,, meetings etc.
Reception of visitors, responding, resolving customer queries.
Attending to routine administrative/secretarial errands.
Escalating queries from field operations and other departments.
Handling both written and verbal communications.
Desired Candidate Profile
Marketing & Communication Department
Strategic Planning Department
Support the CEO in all administrative activities.
Record, type and check various documents (electronic and hard copies).
Create financial and statistical tools and reports using spreadsheets.
Manage, organize, and update relevant data using database applications.
Arrange office supplies and equipment.
Arrange domestic and international courier services.
Coordinate and remind CEO of tasks on a day to day, weekly and monthly basis.
Analyze and interpret statistics and other data and produce relevant reports.
Interpret instructions and issues arising, and then implement actions according to administrative policies and procedures.
Research and investigate information to enable strategic decision-making by CEO.
Arrange and participate in meetings, conferences, and project team activities.
Record and take notes during meetings.
Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.
Assist the CEO on all assigned work.
Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as clients, to coordinate a variety of complex executive meetings.
Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
Communicate and handle incoming and outgoing electronic communications on behalf of the CEO.
Assist the CEO with preparation of presentation materials.
Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
Assist in pipeline/forecast preparation and management.
Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
Arrange travel schedule and reservations for executive management as needed.
Work closely with the CEO to coordinate and launch hard copy or email campaigns to partners, clients and potential clients.
Skilled in coordinating flow of information and communication between VP, employees and other departments.
Good interpersonal skills with all levels of employees.
Ability to treat information in strict confidence.
Detailed attention to quality of deliverables.
Desire and ability to demonstrated initiative.
Strong communicator with excellent influencing, negotiation and relationship building skills.
Strong oral and written communication skills (including the ability to draft understandable, clear and consistent documents on topics within the areas of responsibility).
Will have a high degree of integrity and a high sense of personal and professional ethics.
Ability to consider and advice on the consequences of various courses of action, including an understanding of the repercussions on other activities.
Ability to engender confidence of management and exercise good judgment in handling sensitive information.
Ability to manage multiple tasks, organize priorities and meet deadlines.
Strong attention to detail, by being thorough and responsible.
Outstanding English and Arabic writing skills.
Excellent process skills analyze and standardize workflows.
Well-developed quantitative analysis skills.
Strong administrative skills, aptitude and/or experience (e.g. databases, table structures, etc.).
High level of stress tolerance.
Excellent calendar management skills, including the coordination of complex executive meetings
Experience assisting management with the creation of PowerPoint presentations
Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
Experience scheduling travel arrangements for management
Bachelor's degree in Business Administration and Management.
Certified executive assistant training
5-10+ years’ experience supporting at the executive level.
Support experience in a professional services, banking, sales or marketing environment.
Experience successfully creating and/or modifying processes.