Executive Assistant

Dubai, UAE

Ref: HP647-1765

Job description / Role

Employment: Full Time

Our client, an Oil & Gas company is currently recruiting for an Executive Assistant

The Executive Assistant conserves the Vice President’s time and promotes the company’s image by representing the Vice President internally and externally. The role is designed to make the leader more effective in daily operations, strategic planning, and decision making. Besides providing superior support in a variety of complex administrative tasks, this role involves strong program and project management capability.

The Executive Assistant will work closely with the company’s Enterprise leadership team in addressing opportunities for operational excellence, standardization and driving the leadership agenda for the Pole. Key to the role is the effective management and use of a standard project framework and operating system including: MOS, RAIL, Comms.

Responsibilities:
- Proactively manage a wide range of executive and administrative duties and processes
- Deal with incoming email, post or other correspondence as required
- Devise and maintain office systems including data management and electronic filing
- Carry out background research, produce reports, briefing papers and findings
- Work multiple priority activities that require extensive coordination in multiple time zones; schedule appointments and meetings, and manage the calendars for VP and other leadership members as assigned
- Arrange corporate travel and meetings by developing itineraries and agendas, visas, scheduling flights, booking other transportation, arranging lodging and meeting accommodations
- Provide general assistance for presentations, workshops or meetings. Ensure senior management is briefed for meetings. Take notes if required and follow up
- Screen phone calls, enquiries or requests and handle if/when appropriate
- Protect confidential and sensitive personnel information for Leadership, HR and Customers
- Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans
- Manage team MOS as an integral part of the leadership team and drive accountability around actions, right and fast
- Ensure that assigned projects / tasks are correctly planned and managed during execution
- Establish, maintain and drive best practices in all aspects of Office Management
- Be a change agent - influence, consult, and lead efforts for sharing and standardizing of best practices and processes
- Drive on-time project / task completion with excellent quality and customer experience
- Coordinate with other assistants (Pole-Region-Country). This work will include working process improvement projects, rotational duties (i.e., ordering office supplies and managing conference rooms). Support for other assistants during time away from the office also required
- Organize leadership events. Provide logistical and on ground support for major customer and employee events as needed
- Interact effectively with internal customers; handle communications and inquiries with external customers in a global multi-cultural environment

Requirements

- High School Diploma or GED equivalent
- IT savvy, fully conversant and proficient in Microsoft office and related software packages
- 5-10 years of executive administrative experience
- Degree in business or related field preferred
- Handle multiple tasks simultaneously and autonomously
- Work unsupervised, efficiently and effectively in a demanding environment
- Skilled at organizing administrative processes and systems
- Successfully interact with a dispersed leadership team, other executive administrative assistants and customers
- Excellent interpersonal, organization and communication skills appropriate to a multi-cultural and diverse working environment
- Excellent language skills both verbal & written in English; other languages an asset
- Strong problem solving skills that allow to proactively anticipate requirements
- Able to maintain a high degree of confidentiality and discretion
- Enthusiastic with a positive outlook and willingness to help or step in where needed, honest and reliable
- Advanced proficiency in various software programs including MS PowerPoint, Excel, Outlook and Word
- Detail oriented; possess executive presence, maturity and judgment; and must have the ability to think strategically, see the “big picture,” recognizing impact of decisions on the operation and company

Additional Attributes/Skills Sought:
- Growth and Customer Focus
- Leadership Impact
– Model integrity.
– Results-oriented,
- Makes People Better
- Champions Change and Six Sigma
- Effective Communicator
- Self-aware learner

About the Company

We lead in the creation and delivery of innovative workforce solutions and services that enable our clients to win in the changing world of work.

ManpowerGroup powers the success of many of the world's most dynamic organizations. We deliver innovative workforce solutions that enhance competitiveness, increase efficiency and spur productivity. Combining global reach with local expertise - 3600 offices in over 80 countries - we know the changing world of work and bring a deep understanding of the companies we work for and the industries we service.

ManpowerGroup entered the Middle East in December 2007 after acquiring local company Clarendon Parker, thus bringing 15 years in-depth local knowledge combined with a global footprint and industry shaping expertise and thought leadership. Manpower Middle East supports clients in the Middle East and North Africa regions. Our business is aligned to key skill specializations to ensure our clients requirements are met by expert and knowledgeable consultants that understand your industry and role requirement.

Our consultants are experts in finding the right talent across all industries in a broad-range of occupations including: