KEY ACCOUNTABILITIES
Administration:
- Ensure a good flow of communication and excellent secretarial support is provided for the FHs
- Work closely with, keep and update list of common stakeholders for close communication: all Executive Assistants, Function Heads, etc across the broad region
- Help the FHs with private, confidential, and personal arrangements
- Organise agendas, briefing papers and any preparatory paperwork
- Sort, prioritise and where possible delegate and distribute incoming mail
- Handle expense claims
- Prepare correspondence, documents and presentation materials - adjusting grammar and spelling as appropriate
- Drafting of correspondence where possible and ensuring response is sent in a timely manner
- Organisation of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met
- Forward planning of itineraries and travel schedules to make certain timings and trips are feasible
- Ensure the smooth running of the FHs office in their absence
- Keep in close communication with the FHs when they are travelling and dispatch off any urgent mail that needs attention
- Ensure all administrative tasks meet all compliance standards
- Provide documents and files for meetings
- Coordinate regular meetings with direct reports, monthly management meetings and quarterly client Reviews
- Screen incoming calls, fielding calls if appropriate and assisting where possible
- Liaison with Executive Leadership and International staff daily and extensive liaison with other departments within client
- Book and co-ordinate travel arrangements within tight deadlines
- Compile itineraries and liaise with regional offices to ensure business trips run smoothly
- Reserving flights and hotels all per client’s T&E policy and other compliance policies
- Organising entry for travel and UAE immigration for FH and family & dependants (when necessary)
- Corporate Hospitality
- Organising flights, accommodation, sending out invitations, assisting
- Organise agendas, bookings for business dinners, entertainment for corporate events, assist with menus, RSVPs and other correspondence
- Ensuring appropriate approvals are in place for events, register event online, create SIRAs, set up vendors and POs complete due diligence in time for the event
- Organize and execute events related to corporate hospitality in the relevant markets
- Manage, forecast and update event planner reports
- Budgeting, costing and coordination with external event management companies
- The flexibility to liaise with various functions both internally and externally to deliver ad hoc projects
- Assisting the department with ad hoc admin i.e. Updating contact list, corporate events
- Co-ordinate with other client departments to successfully implement the country plans.
- Work closely with all business functions internally and co-ordinate appropriate meetings with members and information management
- Coordinate, track and report allocated cost centre budgets
- Co-ordinate the preparation of presentations and relevant materials
- Co-ordinate efficient travel arrangements for the team
- Prepare weekly and month reports when requested by the team
- Ad hoc project/research
- Complete ad hoc project/research and presentation work and other relevant initiatives as requested by the management
- Prepare and follow up on internal similar programs
- System savvy: Oracle etc
- Superb diary management
- Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and PowerPoint)
QUALIFICATIONS
- Minimum of 7 years’ experience in an office support role
- Strong administration and analytical skills
- Experience working in a multinational organisation
- Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy
- Ability to recognize potential issues as they arise and escalate appropriately
- Excellent organisation skills, time management
- Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholders
- Customer focused, both internal and external with the ability to build effective working relationships
- Multicultural sensitivity is essential including the ability to work effectively as part of a team
- Exceptional communication skills in person, over email, telephone
- Fluency in English
- Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusion
- Must be proactive and solution oriented, looking for ways to add value and assist the team
- Intuitive and not afraid to challenge
- Knowledge/experience of the CEMEA region would be an advantage
- Self-motivated and able to use own initiative
- Can-do attitude
- Creative problem solver
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.