Job closed
Ref: NP447-246
Job description / Role
This role provides administrative support and production services for a Partner and two Principles within this professional service company. The remit will involve taking full responsibility for the maintenance of a demanding schedule.
Our client is a multi national service provider and has a heavy presence in the Middle East region as well as on a huge global level. The level of administrative support must be first class and be of consistent and exceptional level including but not limited to the below responsibilities:
* Management and maintenance of complex calendar and travel coordinating point to point travel needs such as car hire, hotel bookings and flight arrangements with the travel department.
* Development of working relationships with external clients and their assistants to facilitate the information flow and scheduling process as well as with various internal support staff members.
* Organisation and maintenance of filing system (both electronic and paper)
* Inputing data into contact database ensuring the utmost accuracy and liaison with the marketing department regarding updates, mailings and other partner/principal campaigns.
* Answering a busy phone in a courteous and professional manner including client calls, leads and a wide variety of general administrative calls.
* Preparation of weekly time sheet and expense reports.
* Typing and preparation of client proposals, letters, memoranda, correspondence and client invoices, etc.
* Production support including slide generation, graphics, proofreading, editing, copying and book binding in co-operation with the Visual Services Department
* Sorting and prioritization of all incoming mail and email; respond to inquiries as needed
* Reasonable assistance with personal tasks to leverage time
* Maintenance of highest level of internal and external confidentiality
* Provision of back-up production and administrative support to co-workers
* Performing of general office duties/assistance as needed, including back-up reception coverage
* Organisation and scheduling of client and internal meetings and events; preparation of logistics/equipment arrangement.
* Providing general administrative/office support: typing, telephone, mail, copying, faxing, filing, calendar functions, voice mail and e-mail distribution lists etc. as well as office related projects/tasks.
* Providing back-up assistance to other Executive Assistants and the Reception Desk as needed.
* Maintenance of the highest levels of internal and external confidentiality.
Requirements
This role is perfect for a candidate ready to take that next step in her career before she becomes a Senior Executive Assistant.
Candidates must respect confidentiality and fit in well into a corporate culture and multinational environment.
CV must reflect stability and growth to date.
About the Company
Irwin & Dow was established in 2013 to provide clients with a unique and highly personalised recruitment service, providing the very top calibre of candidates across the business support and secretarial function.
We provide a refreshing approach, working in close partnership with clients and candidates across diverse industry sectors; large MNC’s, government & semi -government entities, SME’s, local businesses and in the start-up and UHNWI support framework.
Great people equal great success: all our candidates are interviewed personally by a member of the team, and we develop longstanding and in-depth relationships with our clients, understanding their corporate culture and goals to ensure a successful outcome for both parties.
Our values of discretion and diplomacy are paramount, and we are pleased to be a partner of choice for clients and candidates.