Job closed
Ref: RP019-56
Job description / Role
The role is be responsible for providing administrative, secretarial and logistical support to the Exec’s office to facilitate smooth and effective functioning of the department.
• Manage diaries including participant confirmations and venue management
• Assist the Exec in all correspondence, including: incoming/outgoing calls, letters, emails, and faxes
• Organise travel plans for Exec including flights, accommodation and transportation – confirm and arrange for visa as required
• Ensure timely finalisation of visa, travel, accommodation and welcome arrangements for Group visits,
• Manage external visits including greeting and other arrangements
• Coordinate with external stakeholders offices including vendors & VIPs
• Organising conferences and seminars - both at in-house and offsite locations
• Ensure timely settlement of Exec’s payments and bills; i.e., POs for Execs and Department as needed
• Manage and prepare expense statements for the Exec
• Compile reports and research (i.e., bios for VIPs) for the Exec as required
• Edit, format and review presentations, papers and other documents as required for Exec
• Liaise with other departments and PAs as and when required and provide coverage for other PAs in their absence
• Manage work for multiple Executives as required
• Assist with on-boarding of new joiners
• Other duties as assigned
Requirements
• 5 - 8 years experience in a secretarial and administrative role in a multinational company
• Ability to work under pressure and tight deadlines
• High levels of confidentiality and discretion
• Excellent communication skills (verbal and written) in English
• Excellent interpersonal skills
• Ability to prioritize tasks and duties
• Organising and scheduling skills
• Proficiency in Microsoft Office
• Time management skills
• Flexible in approach and ability to form good relationships across the business and work collaboratively with other PA's and support staff.
• Ability to work across people different cultures and nationalities and where English may not be the first language.
• Excellent communication skills both verbal and written
• Understand workings of senior stakeholders including government departments including various government depts/royal family members, Board members, CEO’s of other entities etc.
About the Company
Vistas Global is a diversified group of businesses with interests in technology (Vistas Global WLL, Momenta WLL), human capital, media (Vistas Media ME-FZ LLC), digital, food & beverage (Nushi, Haagen Dazs, Caliburger, Kamats), engineering (Vistas Security, Vistas Engineering) and real estate.
The group was founded by Suraj Thampi, an entrepreneur who pioneered the business process outsourcing concept in the Middle East in 1998. Having successfully built and sold three companies previously, Vistas is now his fourth venture in the region. In a short period of time, Vistas has emerged as one of the largest professional service companies in the region, employing over 1,300 people across 5 continents, 8 Offices and 5 Time Zones.