Executive Assistant

Chalhoub Group

Qatar

Posted
Ref: GP285-1722

Job description / Role

Employment: Full Time

We are looking for an We need a passionate person/people oriented/engaging and creative who will work on a twin role of an Executive Assistant to the Country Manager and CSR, People Experience & Communication Executive.

Key Responsibilities:

As an Executive Assistant:

Organizational:

- Follow all relevant administrative policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner

Operational:

- Manage the Manager's diary and appointments
- Screen incoming calls and correspondence and responds independently when required
- Review selected documents that come to the Office of the Manager and make recommendations for action
- Liaise with relevant individuals, departments, and external customers and suppliers on Manager's behalf and ensure smooth and efficient communication flow
- Assist in presentations and other reports and documents as needed
- Manage in coordination with travel department travel plans, itineraries, expenses and travel-related documents
- Assist in planning and organising visits of selected visitors
- Create and maintain database and spreadsheet files
- Follow-up on progress of directives and projects managed by the Manager
- Conduct research and prepare statistical reports
- Arrange and coordinate events etc. when required
- File and retrieve corporate documents, records, and reports
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work

As an CSR Executive:

- Develop new local initiatives (with detailed agenda and needed resources) in adherence with the Sustainable Engagement pillars and validate with Head of Sustainable Engagement
- Partner up with educational entities, NGOs, organizations for the design and implementation of common initiatives
- Liaise with local market in order to:
- Collect data on their needs and suggestions
- Assist the relays in developing their yearly CSR calendar
- Monitor people participation rates in other countries and report on them
- Propose engaging communication content to ensure high participation rates
- Coordinate all logistics needed for the successful event implementation while ensuring adherence to allocated budget
- Log all participants and generate statistical outputs on participation rates
- Generate detailed event evaluation reports on events outcome (i.e. number of bags collected, number of trees planted, Chalhoub employees engagement rate, etc.)
- Prepare presentations highlighting the key successes of events

As an People Experience Executive:

- Facilitate and design workshops with key stakeholders to identify pain points and agree on action plan
- Ensure implementation of culture management initiatives to ensure Group values are embraced and integrated in day-to-day activities
- Manage end-to-end projects according to the Division calendar or based on ad-hoc requests from Group Head of People Experience
- Provide support on EVP initiatives implementation

As an Communications Executive:

- Create content that is relevant and adapted to the audience (support in social media content development)
- Update all adopted communication tools (uploading/posting of content)
- Provide support in presentations development
- Participate in the preparation and implementation of Group events
- Provide support to Business Units in their respective internal communications
- Act as the voice of employees through surveys, visits and workshops
- Liaise with different internal communication contributors (businesses, countries) and provide needed support.

Job Summary:

The Executive Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Job Responsibilities:

- Organisational and Executive Assistance
- Manage the Manager's diary and appointments
- Screen incoming calls and correspondence and responds independently when required
- Review selected documents that come to the Office of the Country Manager and make recommendations for action
- Liaise with relevant individuals, departments, and external customers and suppliers on Country Manager's behalf and ensure smooth and efficient communication flow
- Assist in presentations and other reports and documents as needed
- Manage in coordination with travel department travel plans, itineraries, expenses and travel-related documents
- Assist in planning and organising visits of selected visitors
- Create and maintain database and spreadsheet files
- Follow-up on progress of directives and projects managed by the Country Manager
- Conduct research and prepare statistical reports
- Arrange and coordinate events etc. when required
- File and retrieve corporate documents, records, and reports
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

Requirements

Your Profile:

Competencies

- Flexibility to assignments
- Excellence
- Listening,understanding & Responding
- Entrepreneurial Spirit
- Respecting deadlines
- Teamwork
- Attention to details
- Overall Contribution
- Respect
- Quantity of Work
- Trustworthiness
- Quality of Work

About the Company

The Chalhoub Group is the leading partner for luxury across the Middle East since 1955. As an expert in retail, distribution and marketing services based in Dubai, the group has become a major player in the fashion, beauty and gift sectors regionally.

By blending its Middle East expertise and intimate knowledge of luxury, Chalhoub Group is building brands in the region, by offering service excellence to all its partners and a unique experience to its customers through its passionate teams.

With a growing workforce of more than 9,000 people, implemented in 14 countries, as well as the operating of over 470 retail outlets, the group's success is attributed to its most valued asset of highly skilled and dedicated teams. Professionalism and passion are what fuel the Chalhoub Group's competitive edge in today's market.

By being committed to implementing sustainable practices into their business, the Chalhoub Group has been awarded in 2013 the CSR Label from the Dubai Chamber of Commerce.

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Executive Assistant salaries in Qatar

Average monthly compensation
QAR 10,500

Breakdown available for industries, cities and years of experience