Executive Administrative Assistant

Overview

We are seeking a dynamic and organized individual to join Knight Frank Middle East as an Executive Administrative Assistant. This pivotal role will need to have experience with personal assistance and office management, ensuring a seamless experience for our clients and staff. The ideal candidate will thrive in a fast-paced environment, exhibit professionalism, and have a keen attention to detail.

Responsibilities

• Manage incoming calls, emails, and inquiries, directing them to the appropriate departments or individuals.
• Schedule and coordinate meetings, appointments, and travel arrangements for executives and staff.
• Prepare and manage documents, reports, and presentations, ensuring accuracy and timeliness.
• Assist in maintaining client databases and records, ensuring confidentiality and compliance with data protection regulations.
• Provide high-level administrative support, including; managing calendars; booking travel; coordinating meetings; and other administrative support related tasks.
• Prepare briefing materials and agendas for meetings, ensuring executives are well-prepared.
• Handle personal errands and tasks for executives as needed, demonstrating discretion and confidentiality.
• Conduct research and compile information for special projects or presentations.
• Oversee the daily operations of the office by working closely with the Office Attendant and the Housekeeping team, ensuring tidy and presentable office working environment.
• Manage office supplies and equipment, ordering new items as needed and coordinating maintenance.
• Liaise with building management and service providers to address any office-related issues.
• Help plan and coordinate internal and external events, meetings, and workshops.
• Provide ad-hoc support to various departments as required.
• Other tasks as required.

Skills and Qualifications

• Bachelor's degree.
• Minimum of 2 years’ experience as a receptionist, personal assistant, preferably in a corporate or multinational environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong organizational and multitasking skills with a keen eye for detail.
• Understanding of regional business culture and regulations.
• The ability to understand and make use of computers and information technology (Knight Frank internal systems).
• Software: Microsoft Office programs to an advanced/proficient level.
• Language skills: Fluency in English and Arabic, written and verbal. Fluency in other languages is advantageous.
• Travel: Flexible attitude towards travelling.