Administrative Assistant

XML International - UAE - Dubai

Employment: Contract

Role Responsibilities

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Arrange all conference calls, rooms, AV equipment, dial in numbers and video conference facilities
Co-ordinate and book all travel including flights, hotels, currency, taxis etc. within the Firmwide Expense Policy for Sales personnel as well as visiting Portfolio Managers.
Ensure relevant agendas and itineraries are organized in advance. Also be available for any last minute changes and emergency requests
Process monthly expenses in a timely manner. Ensure these are processed quickly and efficiently and are within Firmwide policy. Pro-actively ensure this flow through the internal checking system. Obtain prior approval through the firm's approval systems for any client related or other entertainment costs
Printing and collating all meeting documentation as required
Provide admin support for any ad hoc team projects e.g., offsites, on sites, social events, etc.
Provide secretarial assistance to officers outside of designated group when other members of the buddy group are out of the office due to sickness or short-term holiday
Build good working relationships with other Assistants both Domestically and Internationally within the team and within other business units
Organization of all Weekly Meetings/Team Meetings
Access and navigate CRM system to monitor and populate updates, notes etc.
Upkeep of filing systems Secretarial & Administrative
Responsibility and control of business schedule and diary management for multiple Sales personnel being supported. Maintain calendars, arrange internal and external meetings. Act as 'gatekeeper' for diary and pro-actively ensure diaries do not have clashes, use initiative to find resolutions and workarounds
Extensive verbal and written interaction with Sales personnel's external clients, to CEO Level and internal colleagues ensuring the maintenance of relationships
Liaising with internal and external client contacts to coordinate all logistics (time, venue, date, attendees) to ensure all meeting/eve
Ad-hoc personal work
Managing KSA business visa Invitation Letter requests for Brokerage colleagues and clients via the Ministry of Foreign Affairs portal
Applying English language skills to communicate in writing with c-suite executive offices, clients and senior management using appropriate business formats.

Administration

Work with buddy group to ensure consistent Assistant coverage during lunch breaks, holidays, and sickness
Devise and maintain processes to facilitate an organized environment
Ensure handover notes are kept up to date for ease of coverage

Skills And Experience

Experience as an Executive Assistant
Maintain confidentiality on all aspects of workload
High level of proficiency in written and spoken English
Saudi National required
Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently
Pro-active 'can do' approach
Ability to use own initiative and judgement
Highly organized and capable of multi-tasking to meet deadlines
Large amount of flexibility e.g., a willingness to work overtime
Articulate; an effective communicator
Discreet, professional manner
Attention to detail
Good organizational skills and able to follow up outstanding items as necessary
Strong team player
Excellent time/priority management skills
Excellent communication skills
Word/PowerPoint/Excel/Outlook/CRM and all other Microsoft applications
Full training on all MS systems and policies will be provided

Apply on the Job Website

Post date: 19 October 2024

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