Team Assistant

Job description / Role

Administration
• Manage the diary of the Executive Director
• Carry out administrative tasks, such as travel coordination, vacation forms, expense claims, correspondence, etc.
• Prepare standard letters, mail merges and other team correspondence
• Coordination of meetings and conference calls for the team
• Assist with editing, printing, binding, translation and sending out of all team documents
• Manage the central team online and physical document filing system
• Administer the purchasing of office supplies and equipment
• Update and maintain CRM database
• Act as the first point of contact for general phone and email queries
• Manage Petty Cash payments and advances
• Keep an accurate and balanced record of all Petty Cash transactions
• Assist the Business Services Manager in documentation and approvals on all transactions

Event and Meeting Logistics
• Assist the Events team to ensure that event administrative and logistics tasks are carried out, when required
• Assist in preparing and sending event-related documents such as meeting agendas, session outlines and participant lists, when required
• Administer event-related details such as timings, participant numbers, room arrangements, speaker and sponsor requirements, meal requirements and signage, when required
• Administer invitations, RSVPS and all required logistics for Board meetings
• Prepare documentation and all other required materials for Board meetings
• Coordinate hotel and travel bookings and other event-specific logistics

Website and PR Coordination
• Carry out maintenance and update activities on the Pearl Initiative website
• Organise the translation of all necessary website and PR documents
• Coordinate the filing and use of all content materials, such as press releases, press cuttings, podcasts, interviews, articles, videos and photographs

Requirements

• A University degree
• At least 4 years of work experience in a relevant business sector or a professional services environment
• Highly competent in Microsoft Office, including Word, Excel, Powerpoint and Outlook
• An extremely keen attention to detail, with thorough checking of all work
• Perfect communication skills in spoken and written English (written English must be 100% grammatically correct)
• Highly organised, with the ability to prioritise multiple tasks effectively - can complete many simultaneous tasks to tight deadlines
• Very professional and smart – must be able to interact clearly, confidently and politely with very senior executives and their offices
• A flexible, supportive and positive team player
• The willingness to act proactively, run with tasks independently and contribute ideas to improve work effectiveness

About the Company

The Pearl Initiative is the leading independent, non-profit organisation working to improve corporate accountability and transparency in the Gulf Region. The activities of the Pearl Initiative are supported by a wide range of Partner companies from across the Gulf Region.

The organisation is committed to engaging with regional businesses and student communities about the business case for implementation of the highest standards in corporate accountability, transparency and governance. The organisation offers programmes and publishes regional research reports and case studies to foster greater insight and appreciation of the business case, priorities and trends on these topics.

The Pearl Initiative brings together business, government and civil society decision makers to share best business practices and help maximise the economic opportunities available to companies within the region. The Pearl Initiative also helps Gulf-based university students to identify and embrace strong ethics as they embark on their future careers.