Job closed
Ref: LP927-23
Job description / Role
• Manage and maintain the CEO and Director’s e-diary.
• Preparing correspondences as and when required.
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Schedule on behalf of the CEO meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements are in place for the CEO and match his requirements.
• Filter general information, queries, phone calls and invitations to the CEO and Directors by redirecting or taking forward such contact as appropriate.
• Manage the process of calling for briefing on behalf of the CEO and the Directors from start to finish ensuring that he is fully prepared for all engagements.
• Filter emails and other correspondences and circulation to the concerned.
• Assist in preparing reports and materials for publications, presentations, conference and meetings.
• Arrange pass visitors.
• Prepare and maintain CEO and Director's petty cash report and expense claims.
• Setup and coordinate meetings and conferences.
• Answer telephones and handling in an appropriate manner.
• Meet and greet clients and visitors and direct as required
• Ensure guests meeting with the CEO are well taken care of.
• Perform general clerical duties to include but not limited to photocopying, faxing, mailing and filing.
• Safe-keeping and maintaining an accurate record of papers and electronic correspondence
• Maintain and retrieve files.
• Sign and receive for couriered packages.
• Provide a service that is in line with the CEO’s work habits and preferences
• Other duties and responsibilities assigned as and when required
Requirements
• Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts (essential).
• Experience of diary management/researching and booking of travel and accommodation (essential).
• Experience of successfully working with senior management (essential).
Education and Knowledge:
• Post-graduation / Degree from a recognized university.
• Must be proficient with the keyboard and IT applications.
• Expert level in the use of Outlook.
• Expert level in the use of Word, Excel and PowerPoint.
• Fluency in Arabic language is a must.
Skills (all essential):
• Excellent organizational skills, ability to multi-task and organize others.
• Excellent oral and written communication skills.
• Ability to professionally represent the CEO’s office.
• Ability to work under pressure and be flexible as part of a small team.
• Attention to detail and deadlines.
• Ability to filter information and assess priorities.
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• Ability to prioritize and manage own workload amid conflicting demands and busy work periods.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.
About the Company
A government entity in the Emirate of Ras Al Khaimah.