EA to Founder

Job description / Role

Our client, an event management firm, is urgently looking for an Executive Assistant to Founder who will report directly to the Founder of the organization. In this role, you will provide administrative support in all required areas as designated by the Office Manager and the Founder. Other responsibilities you will have include:

- Ensure the administrative functions of the Founder’s Office to run smoothly and efficiently
- Coordinate communication between the Founder and VIPs, dignitaries and Royal Protocol
- Take dictation, prepare letters, reports, presentations and official correspondences as per instruction of the Office Manager & the Founder
- Prepare the Founder’s incoming and outgoing mail post are handled promptly (including cover letter, envelopes, dispatch and delivery process)
- Support the PA to the Founder in responding to telephone calls/faxes/emails/letters addressed to the Founder.
- Coordinate with Admin. Coordinator to ensure the smooth and efficient functioning of administrative functions of the Office of the Founder
- Receive queries and explanations, if any, on behalf of the Founder and co-ordinate with the concerned personnel in the Section to provide necessary clarifications
- Responsible for the correspondence and English when required
- Assist in managing Founder’s Office budget and ensure expenditure is monitored effectively
- Undertake filing, Log & Archive Incoming / outgoing correspondence
- Responsible for proofreading and Translation as and when required
- Liaise with Company’s Advisors, Royal Offices and Ambassador offices and liaise with the female advisors on the Royal Balcony
- Draft, label & dispatch Press Conference/ Festival invitations for Sheikhs, & VIP guests of the festival and dispatch the English invitations from the Founder.
- Collate festival guest information, liaise with the Events department on the bookings and send the booking confirmation to the guests
- Coordinate with the marketing team on the Eid greeting cards printing and ensure the dispatch of the same
- In charge of guest relations and their logistics arrangements during Festival
- Serve as a liaison officer with guests and artists as and when required during festival
- Serve as a backup for Personal Assistant as and when required
- Take dictation and circulate the Minutes of Meeting
- Obtain approval from Founder of the photos taken in each event, liaise with the Marketing to store the approved photos in the photo gallery and dispatch the photos with a message to the people as instructed by the Founder
- Ensure the arrangement of Flowers and Compliment Cards as and when required
- Meet & greet Founder’s Office guests to Office and prepare welcome bags if required
- Contribute to Festival Annual debrief, revision of processes etc.,
- Respond to daily instructions of the Office Manager & the Founder
- Perform other tasks related to the function as they arise and as delegated by the Office Manager & the Founder
- Perform tasks during Festival as instructed by the Office Manager & the Founder

Requirements

To be considered for the role, you need to meet the following criteria:

- Must have a diploma or a bachelor’s degree
- Fluent English speaker
- Must have at least 7 years of high-level EA experience
- Must have worked with a government entity / event management or have previous dealings with VVIPs
- With knowledge in protocols
- Willing to work for longer hours

If you are interested, please feel free to apply with your updated CV in word format and professional photograph online.

About the Company

Black Pearl is a human resources and recruitment agency that provides a holistic business and talent solution in a progressive, dynamic, and efficient way.

We pride ourselves as a unique black pearl and strive to delight our clients with a personalized partnership that helps them propel towards success.

Whether you need to find top talent, your next great job opportunity, or a consulting solution for managing your business, engaging employees, evolving your work culture, planning your people strategy, or resourcing challenges, we can help.