Executive Assistant

Job description / Role

The Executive Assistant has one primary objective: To perform all administrative functions necessary to maintain the operation of the Management Executive Committee (MEC), including report writing, presentation preparation, travel booking and basic and projects as assigned.

Executive Assistant
- Responsible for handling relevant office operations and procedures, and anticipates and handles the needs of the MEC
- Draft routine correspondences, prepares and processes all paperwork for the Executive Management of the Company and provides overall work direction and supervision over the divisions activities.
- Handles efficiently all clerical duties within the CEOs office and arranges for back-up and additional support when needed.
- Arranges and maintains a smooth flowing calendar for the MEC, and ensures the appropriate materials are available for meeting (especially board meetings), takes initiatives to reschedule appointments when necessary.
- Acts as administrative secretary to the Company and its Board. Arranges meetings including dinners, food and events associated with the meetings. Assists in preparing agendas, attends meetings, and maintains corporate records.
- Brings pertinent information to the attention of the MEC, complaints, personnel concerns, etc.
- Represents the MEC in personal contact with Board members, customers, and others in their relationship to the Chief Executive Officer, receiving guests in a professional manor and introducing visitors to the MEC
- Provides overall work direction and supervision over the department activities in order to bring any irregularities to the attention of the MEC. Acts as a control over consumption of materials, stationary related to the MEC
- Maintains initiatives and takes minor work related decisions to reduce workload on the CEO. Acts as a communication link between Department Heads.
- Types up, in Arabic and English, a variety of materials such as memoranda, reports, circulars, action forms, contracts, and minutes of meetings, obtains appropriate signatures and dispatches accordingly.
- Drafts letters from brief notes or verbal instructions as required. Proof reads typed materials and submits for review and signature.
- Maintains and up-dates a filing system for the MEC members, where required. Such files may include confidential personal files, manpower budgets, and minutes of Board and Management meetings, proposed changes in policy and other confidential materials.
- Makes arrangements for the divisions meetings in conference rooms and may attend to take minutes as directed
- Carries out any other related work as assigned by the CEO.
- Answers telephones calls, connects callers as necessary, takes and conveys messages, arranges for appointments, answers general queries, etc.
- Uses PC to input materials using appropriate entry codes and file references. Stores approved documents into the appropriated storage on a daily basis according to procedures.
- Classifies and files documents for future reference, and makes back-up documents as required to safeguard against loss.

Administration
- Carries out or delegates various secretarial and administrative duties in the assigned Company department, including answering telephone calls, taking messages, typing in Arabic and English, and prepares.
- Coordinates all travel arrangements.

Office Management
- Supervises temporary/permanent secretarial staff as may be required.
- Arranges conference rooms for corporate and customers meetings.
- Meets visitors, determines purpose of visit and advises the MEC member (or host) accordingly. Takes messages or deliveries and/or arranges for alternative appointments.
- Oversee the management of meeting rooms
- Carries our other similar or related duties such as making photocopies, collating and binding reports and operating a telex machine as required.
- Responsible for spend and allocation of stationary
- Implements and maintains any procedures to ensure the smooth and efficient operation of the office.
- Managing the Office Boy
- Management of the kitchen, consumables stock and related procurement
- Managing courier services, use of drivers and minor office renovation / maintenance works and related procurements.

Requirements

- Bachelors degree required
- 3 years experience of working with an executive management team and as an office manager
- Knowledge of MS Office applications
- Fluent in English, Arabic (Spoken and written)
- Able to work as an individual and prioritise workload according to the needs of the business.
- Planning, organisation and time management skills.

About the Company

Takaud Savings and Pensions B.S.C (c) is licensed as an Investment Business Firm (Category 1) by the Central Bank of Bahrain (CBB) and is a closed joint stock company incorporated in the Kingdom of Bahrain.

TAKAUD is 50% owned by Kuwait Projects Company (Holding) K.S.C. (c) (KIPCO) and 50% by United Gulf Bank (UGB) and is part of the KIPCO group of companies. KIPCO is one of the largest diversified holding companies in the MENA region with some 60 Companies in 26 Countries.

Some of the KIPCO group companies you may recognize are Orbit Showtime Network (OSN), United Gulf Bank (UGB), Bahrain Kuwait Insurance Company (BKIC), Gulf Insurance Company (GIC), Burgan Bank, KIPCO Asset Management Company (KAMCO) and Saudi Dairy & foodstuff Company (SADAFCO).

TAKAUD is a specialist savings and pensions provider, the first of its kind in the MENA region. TAKAUD has been established by experts in the field with a wealth of local and international experience making it uniquely positioned to provide local corporate solutions.