الوظائف / وظائف فنادق / Administrative Assistant

Administrative Assistant

XML International - الإمارات - دبي
توظيف: Contract
Role Responsibilities

  • nts are properly arranged
  • 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
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تاريخ النشر: ١٩ أكتوبر ٢٠٢٤
الناشر: LinkedIn
تاريخ النشر: ١٩ أكتوبر ٢٠٢٤
الناشر: LinkedIn