Executive Assistant

Job description / Role

Our client is a Government entity.

Responsible for providing administrative and secretarial support to the Executive Director and/or Head of Department including scheduling appointments, preparation of external/internal correspondence, telephone and visitor screening, travel arrangements, coordination of meetings and receptions and is typically involved in the coordination of sensitive reports and analyses (e.g. budgets) with the objective of providing effective and thorough secretarial support with considerable use of tact, diplomacy, discretion and judgment. Has line manager responsibility for Clerks, Administrators and Senior Administrators.

- Provide administrative and secretarial support to the Executive Director using thorough knowledge of the organisation with little direction -Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
- Analyse and organise office operations and procedures such as bookkeeping, preparation of staff performance reviews, leaves, attendance, etc, information management, filing systems, requisition of supplies, and other administrative services
- Coordinate complex diary/travel arrangements; utilise extensive forward planning and time management
- Prepare internal and external correspondence
- Review, proofread, and edit documents prepared for the manager’s signature
- Take and transcribe dictation on technical and confidential matters from the manager
- Coordinate and facilitate the manager's calendar to arrange appointments, meetings, and conferences; in regular contact with industry and government officials and senior management in other firms
- Assist with the establishment, revision and maintenance of office procedures and policies
- Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organises documents; handle some matters personally and forwards appropriate materials to the manager and staff
- Research, compile, assimilate, and prepare confidential and sensitive documents, and briefs the manager regarding content
- E-mail management
- Prepare presentations and budgets
- Receive and screen incoming calls and visitors, determines which are priority matters, and alerts the manager accordingly. Make referrals to appropriate staff or provides requested information
- Maintain good relationships with other administrative, Operations and support staff
- Handle highly confidential files and records, including correspondence, budgets, complex financial reports and staff documentation.
- Maximise office administration efficiency and productivity through proficient workflows
- Research and develop resources that create timely and efficient workflow
- Establish uniform correspondence procedures and style practices
- Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records
- Prepare departmental budget and budget reviews for presentation
- Review administrative, clerical and staff records to ensure completeness, accuracy, and timeliness
- Prepare and/or consolidate departmental activities reports for management
- Coordinate and supervise activities of various administrative, clerical, and support staff within the department
- Effectively manages direct reports including appropriate and timely performance management and development discussions
- Maintain contact with persons in similar roles with internal and external affiliates
- Act as liaison between the manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments
- Create and format documentation using correct English grammar, spelling, and punctuation
- Create and format documentation using correct Arabic grammar, spelling, and punctuation if required
- Carry out other duties as required

Requirements

- University degree, preferably in business or related field
- 5 to 7 years relevant experience
- Must be fluent in English and Arabic (both oral and written)
- Preferably Moroccan and/or Jordanian candidates

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.