1. JOB PURPOSE/SUMMARY

The Executive Assistant is integral to the seamless functioning of the executive suit this role, the Executive Assistant oversees providing comprehensive executive secretarial support.

The position encompasses diverse responsibilities, including efficiently managing the office, organizing events, coordinating tasks and deadlines, handling departmental requests, maintaining administrative systems, and ensuring a balanced work-life schedule.

3. KEY RESPONSIBILITIES AND ACCOUNTABILITIES

1. Efficient Office Management:

• Manage office, overseeing scheduling, correspondence, and communication to maintain a professional and organized workspace.

1. High-Level Executive Support:

• Provide advanced support by drafting correspondence, proofreading documents, preparing reports and presentations, and conducting research. Assist in meeting preparation and follow-ups with exceptional attention to detail and confidentiality.

1. Effective Communication and Liaison:

• Act as a central point of contact between the internal/external stakeholders. Facilitate seamless communication within the organization and represent it professionally in various interactions.

1. Travel Coordination:

• Manage travel arrangements, including itinerary planning, accommodations, and expense reconciliation for business trips, ensuring smooth logistics.

1. Special Projects and Initiatives:

• Assist in special projects, providing research, analysis, and administrative support as needed. Demonstrate adaptability and problem-solving skills in handling diverse initiatives.

1. Database Management and Filing Systems:

• Implement and maintain robust administrative systems, manage databases, and ensure organized filing systems for quick access to essential information, enhancing office efficiency.

1. Personal Commitments and Work-Life Balance:

• Striking a harmonious work-life balance. Accommodate personal obligations while maintaining professional responsibilities, ensuring a conducive work environment.

1. Financial Transaction Management:

• Efficiently manages financial payments that requires approval, and coordination with the banking system to authorize payment releases (usually through Bank of America, Mashreq and FAB banks) for entire MRO group/division.

1. Perform Other Duties as Assigned/Required:

• Remain flexible and ready to undertake additional tasks or responsibilities as assigned, contributing to the overall success of the organization.

9. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES

Minimum Qualifications:

(Education/Certification/

Licensure/Professional Membership)

Bachelor’s degree in Business Administration, Management, or a related field.

Minimum Experience:

3 to 5 years of proven experience in executive secretarial support and office management, preferably in a corporate environment.

Job Specific Competencies:

Exceptional Organizational Skills: Efficiently manage schedules, coordinate meetings, organize documents, and ensure a smooth office environment.

Attention to Detail: Draft correspondence, proofread reports, and prepare presentations with meticulous attention to detail.

Strong Communication Skills: Communicate clearly and professionally, both in writing and verbally. Represent effectively in various interactions.

Supervisory Skills: Delegate tasks, provide guidance, conduct performance evaluations, and foster a positive work environment within the team.

Confidentiality: Handle sensitive information with discretion and maintain a high level of confidentiality.

Adaptability: Flexibly adjust schedules, priorities, and tasks according to the requirements and evolving business needs.

Interpersonal Skills: Build positive relationships within the organization and with external contacts. Work collaboratively with diverse teams and individuals.

Problem-Solving Skills: Proactively identify and resolve issues related to managing the office and special projects.

Time Management: Prioritize tasks, meet deadlines, and optimize the schedule for productivity and efficiency.

Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and relevant office management tools.