Executive Assistant

NTS Group

Dubai, UAE

Posted
Ref: NP829-305

Job description / Role

Executive Assistant To Head Of EAMEA

The Executive Assistant will provide administrative support for the Head of EAMEA and members of the EAMEA leadership team based in Dubai. This includes preparation of correspondence, expense reports, spreadsheets, meeting reports, presentations, budget management, Travel management, etc. To provide excellent organizational ability for meeting scheduling and management, travel arrangements and other support activities.

- Performs complex administration duties, which will involve contact and exposure to highly confidential materials and information
- Accountable for meeting and event planning and organization – schedules attendees, resource reservation, preparation of meeting materials, etc.
- Manages the schedules for those whom they support; meeting scheduling, travel arrangements, etc.
- Preparation of meeting reports, spreadsheet reports and presentations
- General administrative support - telephone support, photocopying, faxing, scanning and maintaining filing systems.
- Timely processing purchase orders and accounts payable invoices
- Processes expenses reports as requested in a timely manner
- Ensures facility arrangements are made by liaising with IT, Facilities and other relevant functions
- Arrange for the provision of stationary and office supplies
- Maintenance and reporting of holidays (including holiday balances), absences, out of office reasons, etc for the Head of EAMEA.
- Independently thinks of new ways to improve the day to day tasks.
- Compiles reviews and analyzes data and prepares detailed reports and recommendations.
- Reviews and answers sensitive mail and inquires on own initiative and determines within established guidelines if executive action is required.
- Maintains up-to-date contact lists for department members.
- Analyzes unit operating practices such as record keeping systems, forms, office layout, personnel requirements, creating new systems or revising established procedures.
- Add value through understanding the work processes and resources, structure of the company and industry.
- Maintain and update departmental organization charts as changes occur in alignment with HR.
- Assist the VP & GM and the team in the management of schedules.
- Prepares and/or participates in the preparation of the budget for the department.
- Carries out duties and responsibilities with limited supervision.
- Must be able to interact and communicate effectively with individuals at all levels of the organization.
- Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within Shire. Is sensitive to the interrelationship of both people and functions within the department.

Salary:
AED 25,000 per month inclusive of fixed allowances.

Requirements

Skills, Experience & Qualifications:

- At least 10 years administrative experience
- Must have experience supporting senior level management
- Microsoft Word, PowerPoint, Excel and Outlook.
- Experience in HR/Admin operational activities would be advantageous
- Extensive working knowledge of MS Word, Excel & PowerPoint.
- Advanced knowledge of MS Outlook is essential
- Experience with expense reporting systems/software.
- Excellent communication and organizational skills
- Ability to work in a confidential capacity supporting senior leaders within an organization
- Strong interpersonal skills; position continually requires demonstrated poise, tact and diplomacy.
- Must be able to interact and communicate effectively with individuals at all levels of the organization.
- Requires strong attention to detail in composing and proofing materials, establishing priorities, scheduling and meeting deadlines.
- Must be able to work in a fast paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
- Must be flexible in handling multiple tasks of a different nature and have the ability to prioritize efficiently.
- Must be able to handle confidential information and issues effectively and without breach of confidentiality
- Ability to work effectively with as part of an International team.

About the Company

NTS Group is a leading specialist recruitment firm and experts at recruiting skilled, qualified and professional people in the Middle East.

Our promise is simple. To provide our clients and candidates an expert, professional and bespoke service whilst maintaining the highest levels of integrity and honesty.

NTS Group specialise within contingency, retained and search based recruitment campaigns across the following sectors;

Finance & Accountancy Professional Office Support Sales & Marketing Operations

To our clients, we understand people are your biggest asset and the future of your business. This is why we focus on understanding not only your technical requirements, but your culture, values and vision in order to find the right people for your business first time.

To our candidates, we believe in honesty, integrity and supporting you throughout the entire process. We listen to what you want and proactively go to market to assist you in finding your dream job.

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Executive Assistant salaries in UAE

Average monthly compensation
AED 11,500

Breakdown available for industries, cities and years of experience