Male Executive Assistant - Arabic Speaker

Job description / Role

Responsible for providing administrative and secretarial support to Senior Mangement Executives including scheduling appointments, preparation of external/internal correspondence, telephone and visitor screening, travel arrangements, co-ordination of meetings and receptions and is typically involved in the co-ordination 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.

• 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
• At least 5 years of Executive Assistant / Personal Assistant experience in a highly professional business environment (experience in financial services, professional services, legal, or banking industries preferred)
• Excellent Communication skills both in English and Arabic
• Male candidates only

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.