Executive Assistant to the Vice President

Job description / Role

Our client, a large contracting company is currently in need of an Executive Assistant to the Vice President.

• Prepare reports on defined executive operational metrics
• Develop documents and communication for various requests, reports, and letters
• Prepare and coordinate all Group events providing full services such as logistics and PR
• Manage all the personal and business day-to-day activities and issues of the manager
• Collaborate with other team members in the planning and development of internal and external projects
• Arrange and coordinate VIP and VVIP meetings
• On behalf of the Vice President, prepare correspondence and other material requiring considerable judgment and knowledge of operations; Screen, trace, file, retrieve, and coordinate all incoming and outgoing correspondence and necessary paperwork directly related to the overall management of the organization
• Hold all work related information in the strictest confidence. This includes, but is not limited to; communications, either direct or indirect; strategic information and employee specific personnel action and information.
• Represent team in liaising with other department teams to coordinate some projects
• Meet professional obligations through efficient work habits such as: meeting deadlines, honouring schedules, coordinating resources and meeting in an effective and timely manner, and demonstrate respect for others
• Ensures alignment with organization policy and defined regulations through the effective management in scheduling offsite travel (hotel, flight, rental car, meeting agenda, presentation location needs) for designated executive personnel
• Manage a variety of important functions requiring independent judgment and using tact and diplomacy in dealing with officials and the public
• Participate in Team meetings through the preparation of agendas, packets, documents and general record keeping
• Manage and maintain the schedule of the Vice President, obtaining and providing needed information for scheduled appointments
• Demonstrate efficiency in scheduling, creating complex documents and exercising discretion and independent judgment in matters of importance and ensures the general operations of the department are functioning to maximum capacity
• Provide support and a wide range of complex, confidential, and administrative duties to the manager
• Provide supervision and general project management for special requests by the management and ensure appropriate follow through actions
• Perform personnel oriented tasks, including participating in the hiring process, supervising the training of new employees, ongoing training of other employees, resolving employee problems and following defined policy/procedure around general supervision (if applicable)
• Supervise designated office administrative staff by developing operating procedures and systems to ensure effective and efficient department office operations (if applicable)
• Responsible for conducting the Committee quarterly meetings, Bi-weekly Business and operational meetings and financial and budgeting reviews (if applicable)
• Organize and maintains contracts, records, and other essential documents; archive out of date information according to records management compliance and best practices
• Manage and supervise designated personnel, the planning, coordinating, and directing of activities associated with the overall operation of the Executive Management Office in general.
• Develop presentations, to include general preparation, identifying resources, collateral and presentation materials, equipment needs, producing scripts and PowerPoint presentations

Requirements

• At least 5 years of Executive Assistant / Personal Assistant experience in a highly professional business environment
• Exceptional written and verbal communication skills in English and Arabic Desire to deliver superior customer service
• Ability to multi-task with high degree of accuracy
• Demonstrated high level of professionalism and confidentiality
• Excellent phone manners and interpersonal communication skills Desire to work in small team environment and work independently
• Ability to learn and accept standard operating procedures and compliance regulations
• Exceptional skills with Microsoft Office: Word, Excel, PowerPoint
• Proactive and organized
• Bachelor’s degree, preferred

About the Company

Black Pearl is a human resources and recruitment agency that provides a holistic business and talent solution in a progressive, dynamic, and efficient way.

We pride ourselves as a unique black pearl and strive to delight our clients with a personalized partnership that helps them propel towards success.

Whether you need to find top talent, your next great job opportunity, or a consulting solution for managing your business, engaging employees, evolving your work culture, planning your people strategy, or resourcing challenges, we can help.