Senior Executive Assistant

Job description / Role

•Manage the diary, co-ordinate and schedule appointments, as needed ensuring all parties are kept abreast of any meeting changes.
•Proactively establish and maintain highly organized filing system, correspondence and other records.
•carry out day-to-day secretarial and administrative activities of the office.
•Receive all internal & external mail; sort and distribute to concerned officials.
•Maintain confidentiality of all official matters and documents related to the job.
•Distribute professional correspondence and memoranda as assigned and or respond when deemed necessary.
•Organize all necessary travel arrangements of the as flight bookings, hotel accommodation etc. with the travel co-ordinator.
•Prepare all documents, correspondence letters and memos when required.
•Co-ordinate facility needs for all meetings.
•Ensure that overall office management reflects and displays the company’s corporate image & values.
•Performs wide variety responsible and confidential administrative and secretarial duties. Performs data entry, document production and data organization through the use of computers and other office equipment. Prepares a variety of materials from written or oral instructions or transcription equipment including correspondence, reports, charts, spreadsheets and statistical data that may be complex, technical and/or sensitive. Composes correspondence and other documents.
•Establishes and maintains complex and confidential files and recordkeeping systems; maintains inventories and orders supplies; maintains manuals and updates resource materials; copies, collates and distributes information; opens, sorts and distributes mail.
•Answers telephones and receives visitors; schedules appointments, maintains calendars and arranges and coordinates meetings and events. Provides information, routes inquiries, resolves complaints and interprets and explains policies and procedures, ensuring the appropriate distribution and release of confidential or sensitive information.
•Assists in the budget preparation and budget administration. Coordinates clerical work activities and determines work priorities and methods; provides lead direction and training for clerical employees.
•Handles the stationary and other small material requirements of the office and the department. Will monitor inventory and order material as and when required.
•Coordinate monthly meeting with all EA’s to address common issues plan leaves, support and development requirements
•Other job duties, as directed.

Requirements

•Self-disciplined, organized, hardworking, good communication skills & can take initiatives.
•Experienced in office management at top levels, dealing with VIP’s, Business writing efficiency & advanced computer skills.

About the Company

GI International is a premier recruitment consultancy based in Dubai, with an impressive record of placing high caliber professionals across a wide range of organisations regionally.

Retained by blue chip companies and governments, we’ve earned a reputation for successfully delivering high levels of client service & recruitment solutions in a timely and cost effective manner.

Every company is different, every job unique. So we make it our business to understand yours: allocating a dedicated consultant or account management team to understand your culture, commercial goals and strategic objectives.