EA to Senior Director

Job description / Role

One of the worlds largest banks require a highly skilled Executive Assistant with excellent English written and oral skills.

- The Executive Assistant will provide confidential secretarial and administrative support to the SEO of the Dubai Branch
- Provide general secretarial and administrative support effectively and with minimal direction]. This includes responsibility for general office facilities, telephone answering, document work, reception duties, filing [and stationery supplies].
- Extensive diary management and organising of travel arrangements (domestic and international which includes flights, hotels and transfers) for SEO of Dubai Branch & Head of MEA Asset Servicing, as well as organising overseas visitor itineraries, travel plans and necessary follow up.
- Prepare monthly expense claims in timely manner and ensure invoices are processed for payment on time.
- Acting on client requests for performance, collating product material for presentations and producing presentations. The Executive Assistant will ensure that all client requirements are met in accordance with agreed service levels and will perform such functions as may be delegated from time to time.

In addition, the Executive Assistant should ensure that all presentations and material that is distributed externally is in line with regulatory requirements and should work with Head of Compliance to ensure this.
- Liaise with senior executives, both internal and external, to organise meetings, provide information and communicate requests on behalf of the SEO of Dubai Branch.
- Facilitate public relation activities, such as coordinating press releases. Ensure that the Head of Compliance and Senior Management each sign-off prior to distribution.
- Perform all duties required by the Dubai SEO as per the EMEA Regional Governance
- Request, collect and distribute meeting papers. This person will also be responsible for scheduling the meetings, agenda, recording meetings and distributing minutes.
- Responsible for the distribution and coordination of the top sheet and ensure that this is completed by the relevant committee members and other stakeholders and submitted to the committee prior to the meeting
- Draft minutes, consisting of action points and areas of substantial debate, aim to be distributed within 7 business days of the meeting to the Committee members. Draft and present minutes of the Dubai Management Committee meeting to an accurate, professional and grammatical high standard.
- Responsible for collating and assembling the management information pack to support the agenda that is reported to the Committee.
- Organise and coordinate Agenda’s for Dubai Management committee meetings, MEA Management meeting, MEA Townhalls and conference calls. Ensure that all necessary members have been notified. Prepare management information pack prior to meeting for all members.
- Organise events (e.g. breakfast meetings and client dinners) /conferences/client events. Identifying business’s needs, planning events, identifying venues and hotels, coordinating marketing literature and presentations, create invitations, manage guest lists, be onsite to ensure event goes smoothly and champion all follow-up activities.

Offers a market leading salary and benefits package.

Requirements

- Bachelor degree, or equivalent advanced education
- Previous experience in a financial services industry
- Event management and conference planning experience
- Certificate, or advanced training, in professional writing
- Computer skills with publishing software or client management software
- Prior experience working in a fast paced, entrepreneurial environment
- Excellent English written, communication and oral skills with very strong attention to detail
- A very high level of professionalism
- Ability to work autonomously, keep confidentiality and exercise discretion
- Excellent organisation and administration skills
- Ability to liaise effectively with clients, competitors and suppliers
- Ability to multi-task
- Ability to prioritise and work effectively under pressure
- Strong attention to detail
- Strong time management and project management skills, which will include corporate events
- Advanced use of MS Office (PowerPoint, Microsoft Word, Excel)
- Excellent persuasion and negotiation skills to negotiate corporate rates with local hotels, restaurants and conference centres
- Solution oriented, identifies challenge and potential solution(s), particularly with anything related to the office, e.g. vendors, maintenance, etc.
- Results oriented, enjoys bringing closure to projects such as monthly pipeline management and client service reporting periods. Ability to manage and meet deadlines
- Strong work ethic and a team player

PERSONAL ATTRIBUTES
- Positive, proactive professional attitude
- Neat and professional presentation at all times
- Ability to see big picture
- Enthusiastic, self-starter, able to use initiative
- Common sense approach
- Focus and commitment to excellence in client service
- Thrives in fast-paced, entrepreneurial environment
- Flexibility
- Integrity
- Teamwork
- Creativity
- Committed
- Confident in making decisions

About the Company

Michael Page is one of the world's leading professional recruitment consultancies, specializing in the placement of candidates in permanent, contract, temporary and interim positions with clients around the world.

The Group has operations in the UK, Continental Europe, Asia-Pacific and the Americas. In the Middle East we focus on the areas of:

Finance & Accounting Banking & Financial Services Procurement Property & Construction Engineering & Supply Chain Oil & Gas Technical and Engineering Human Resources Sales Marketing Technology Secretarial Executive Search Legal

The Group operates through 161 offices in 33 countries and employs over 5,000 employees worldwide.