Executive Assistant

Job description / Role

To provide an Executive Assistant function for the Managing Director, Services - Olive Group, ensuring the smooth running of the department on a day-to-day basis.

Key Responsibilities:
- Extensive and complex diary management; preparation of detailed international travel itineraries (visas, correspondence support and management of highly confidential matters)
- Manage and administer meetings and conferences; both local and international including: Board meetings, Executive Leadership Team & corporate social events
- Receive and interface with senior clients and partners
- Assistance with preparation of business reports and presentations
- Provide administrative support; expenses, correspondence, IT requests, file management & interface with all internal departments
- Screen telephone calls and e-mails of the MD, taking appropriate action where necessary
- Support the MD on all presentations required for Executive meetings
- Liaise with regional staff as and when required
- Ensure an effective document management system is maintained for both paper and electronic documents
- To support the development of Olive Group in delivering uncompromising quality to clients
- To work effectively and collaboratively with other EAs to ensure efficient internal organisation.
- Proactively assist in the organisation of appropriate social events on an adhoc basis
- To proactively identify and address issues that will affect ongoing business effectiveness
- Learn about Olive Group, and look for opportunities to improve processes
- Adhoc duties assigned to you by your Line Manager
- Participate in Reception Rotation
- Occasional travel may be required as part of the role

Requirements

Essential Skills and Experience:

- Excellent use of MS Office tools (Word, PowerPoint, Excel, Outlook)
- Short hand skills would be an advantage
- Experience in administering senior level meetings including minute taking
- Excellent interpersonal skills and able to deal effectively with people at every level
- Able to prioritise multiple tasks
- Experience and sensitivity dealing with confidential information
- Excellent English oral and writing skills

Essential Competencies:

- Confident, diplomatic and assertive
- Highly organised
- Ability to handle a fast moving environment
- Able to manage deadline oriented tasks
- Self-starter and strong initiative able to anticipate need, rather than respond to instructions
- Willingness to work irregular hours

About the Company

Olive Group is a global provider of integrated security and risk mitigation solutions that enable governments, non-governmental and international organisations, and commercial customers to assure high-value assets.

The company offers an array of security services and technology-enabled solutions to support critical infrastructure protection, post-conflict reconstruction, humanitarian work and emerging market requirements.

Olive Group operates in over thirty countries with principal offices in Dubai, London and Washington, D.C.