Job closed
Ref: NP831-07
Job description / Role
Essential Functions:
1. Executive Professional, right hand to the CEO essentially responsible for managing the operations of the CEO’s agenda.
2. Responsible for the organization, coordination, follow-up, organization of e and paper files/ records/documents and retrieval of documentation of the CEO’s agenda as assigned by the CEO.
3. Ability to anticipate the CEO's needs, act accordingly, and proactively bring together appropriate people and resources to support the executive in addressing issues.
4. Manage external contacts for CEO, proactively understanding who they are, which are priority contacts, and keeping track of periodic communication needed for priority contacts.
5. Manage the daily schedule of CEO, ensuring that he knows his schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
6. Manage CEO travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, marketing materials, and other necessary preparations.
7. Ability to manage, coordinate, and execute various projects involving personnel both in and out of the office. Represent the CEO in a professional and congenial manner in person, in telephone conversations, and in written correspondence.
8. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
9. Provide regular feedback/updates on the progress of assigned projects.
10. Assist the CEO in all tasks and functions as required. This may include events, special projects, meetings, and clients customer service.
11. Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
12. Handle confidential information in a professional and discreet manner.
13. Process and maintain expenses for CEO.
14. Handle correspondence as required
15. Produce reports as requested.
16. Schedule, coordinate, prepare agendas, attend meetings, and take minutes as requested, and take appropriate minutes and coordinate follow up as directed.
17. Help CEO manage output, workflow and office deadlines.
18. Organize; Maintain accurate records in an efficient manner. Keep working files and master files of all information/projects as requested.
19. Must be a proactive, must be able to independently resolve problems or conflicts.
20. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
21. Strong reading and comprehensions skills. This includes articles, electronic data, specific work related industry specific sites, periodicals, and newspapers. Read daily to stay abreast of the changes in the industry. Highlight article headings for anything relating to our clients, real estate industry, insurance and risk management, or anything that might be an opportunity relevant to CEO and or company.
22. Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
23. Perform research, as required.
24. General understanding of correspondence and work flow to organize the CEO’s agenda to maximize efficiencies in data/efile and paper files set up and maintenance, correspondence support, and overall organization of Executive’s data.
25. Suggest alternative methods for further efficiency of Executive’s work flow.
Other Functions:
1. Accept and complete all other responsibilities and job duties as assigned by CEO.
2. May require some outside travel.
3. Flexible and capable of working extended hours and weekends if needed.
4. Schedule is dependent on the needs of the CEO.
Relationships:
Works with a variety of people as directed by CEO including but not limited to senior management; company employees; clients, prospects, vendors and markets.
Requirements
- Gender: Male
- Age: 25-35
- Nationality: Jordanian, Palestinian, Lebanese, Syrian.
- Language: Excellent command of English and Arabic Languages.
- Education: Recognized BS degree in Business Management/ Administration, or relevant degree.
- 3 years minimum of background experience in similar position.
Qualifications:
Very strong organizations skills mandatory.
- Demonstrated success as a problem solver in a fast paced, quality focused organization.
- Confident, professional, polite, and respectful of others.
- Demonstrated ability to handle confidential information appropriately. Confidentiality is of utmost importance.
- Proactive individual required, must be able to independently resolve problems or conflicts.
- Excellent oral and written communication skills.
- Ability to work with others and communicate effectively with all levels of employees and outside contacts.
- Very strong skills in Word, Excel, PowerPoint, and all Microsoft applications.
- Excellent typing skills.
- Ability to deal with multiple tasks under pressure in a short time frame.
- Ability to adapt to changing situations.
- Well groomed professional appearance.
About the Company
A leading company in the UAE.