Ref: HP647-1920

Job description / Role

Employment: Full Time

Our client, a multinational Pharmaceutical company, is seeking to recruit an Executive Assistant

Job Purpose:
Comprehensive administrative, compliance and organizational support to the AfME regional team, including: meetings and events management, agenda planning, events and travel coordination, facilitating with and participating in key stakeholders meetings, preparation of power point presentations, and excel work sheets support.

Key Accountabilities:

General office support
- Carry out administrative functions proficiently and complete quality work on a timely basis:
- Manage office communications: Answering phone call, directing calls as appropriate, taking messages and managing correspondence within the appropriate level of priority.
- Expedite flow of work, initiate follow-up when necessary and anticipate priorities to ensure deadlines are met.

Provide the AfME team with administrative office support:
- Prepare and edit meeting agendas, minutes and action items
- Prepare reports and presentations as required using the appropriate software
- Help to manage the procurement of computer equipment and office supplies to the departments to ensure smooth running of the OBU team
- Maintain and disseminate updated e-mail distribution lists and key contact lists for the AfME OBU colleagues.

Vendors and Suppliers
- Maintain receipts and records relating to office expenses, and process expenses through the E Pay / PO process as required.
- Develop A&P and T&E budget tracking tools for the team in order to facilitate internal / self monitoring of expenditure related to each brand.
- Ensure in coordination with procurement / commercial compliance / GCO colleagues, completion of Interact, MAPP and FCPA paperwork for vendors.
- Initiate POs for payment to suppliers and follow up with finance for final payments
- Crate LPO’s in the ARIBA purchasing system and follow up of vendors to ensure delivery of orders in a timely manner.

Meeting Planning and organization
- Work closely with direct reports, LT and other colleagues to organize Business reviews and other 1:1 or group meetings and coordinate workflow
- Coordinate in house meeting logistics including meeting rooms, catering and meeting preparations
- Manage calendar of the Regional team through Outlook, in alignment with priorities
- Proactively resolve meeting conflicts diplomatically

Manage travel Arrangement
- Manage national and international travel arrangements, scheduling transportation, hotel, car, visas etc.
- Use the online travel system and liaise with BCD / other empanelled vendors for flights, accommodation etc. and preparation of detailed itineraries
- Prepare Expense reports and reconcile T & E statements
- Liaise with Pfizer colleagues in the country and globally, regarding travel, accommodation & transfer arrangements for international meetings.

Project Work
- Completing special projects as assigned:
- Assist various members of the team with office familiarization and relocation, including room preparation, unpacking of files, equipment and their appropriate storage.

Job Specific Technical/Functional/Professional Competencies:
- Proficiency in Microsoft office especially in, word, excel , power point)
- Typing and ability to summarize
- Exceptional Organisational and Interpersonal communication skills
- Time management, with multi tasking abilities and strong follow up abilities
- Discreet and have the ability to maintain confidentiality

Project Management skills
- Willing to work extended hours and proactively prepared to go the extra mile.

Requirements

- Minimum of 5 years of large corporate work experience and 1-2 years of experience in a similar role supporting a senior leader.
- Advanced diploma in PA or administration management would be an advantage.
- Fluent in English (writing , speaking & listening); Arabic/ French is a plus.

About the Company

We lead in the creation and delivery of innovative workforce solutions and services that enable our clients to win in the changing world of work.

ManpowerGroup powers the success of many of the world's most dynamic organizations. We deliver innovative workforce solutions that enhance competitiveness, increase efficiency and spur productivity. Combining global reach with local expertise - 3600 offices in over 80 countries - we know the changing world of work and bring a deep understanding of the companies we work for and the industries we service.

ManpowerGroup entered the Middle East in December 2007 after acquiring local company Clarendon Parker, thus bringing 15 years in-depth local knowledge combined with a global footprint and industry shaping expertise and thought leadership. Manpower Middle East supports clients in the Middle East and North Africa regions. Our business is aligned to key skill specializations to ensure our clients requirements are met by expert and knowledgeable consultants that understand your industry and role requirement.

Our consultants are experts in finding the right talent across all industries in a broad-range of occupations including:

  • IT & Telecommunications
  • Engineering & Construction, Oil & Gas
  • Banking, Finance & Legal
  • Sales & Business Development
  • Marketing, Public Relations & Communications
  • Human Resources & Training
  • Customer & Support Services (Secretarial and Administrative)
  • Operational, Supply Chain & Logistics
  • Executive Recruitment
  • Emiratization Solutions
  • Recruitment Program Outsourcing Solutions
  • Managed Service Provider Solutions
  • Talent Based Outsourcing Solutions
  • Outsourced Staffing Solutions

Get personalised updates on latest vacancies
Job Alerts by Email
  • Personalised updates on latest career opportunities
  • Insights on hiring and employment activity in your industry
  • Typically sent twice a month
Senior Account Executive salaries in UAE

Average monthly compensation
AED 5,500

Breakdown available for industries, cities and years of experience