Job Summary:

Executive Assistant is responsible for supporting executive team and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests. Having great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.

Roles & Responsibilities:

• Ensuring meetings are effectively organized and recorded (MOM)
• Maintaining effective records and administration
• Managing Online Community of all social media platforms
• Ensuring a high success rate of handling customers and increasing satisfaction level
• Upholding the legal requirements of governing documents, charity law, company law etc. (where relevant).
• Communication and correspondence
• Calendar management for executives
• Completes a broad variety of administrative tasks including calendar management; expense reports, composing and preparing correspondence with extreme confidentiality; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensure that the Executives schedule is followed and respected.
• Prioritizes conflicting needs, handle matters expeditiously, proactively, and follow-up on progress of projects to successful completion, often with deadline pressures.
• Works closely and effectively with the Executives to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Executives ability to effectively perform his tasks.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
• Maintains discretion and confidentiality in relationships with all stake holders.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of management meetings and all- staff meetings.
• Facilitates cross-divisional coordination of travel plans.
• Assist in offer rolling up process & successful onboarding of new hires.
• Responsible for efficient filing and management of records.
• Liaise with site admins to perform day-to-day administrative HR operations tasks such as maintaining the required paperwork and database management.
• Support all ad-hoc activities such as preparing letters & reports.
• Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
• Perform any other job-related duties as assigned by the Management.
• Responding to emails and document requests on behalf of executives when required.
• Draft slides, meeting notes and documents for executives.
• Handling client relationships.
• Managing suppliers contract filing system.
• Translation from/to English & Arabic.