Executive Assistant

Job Purpose

The ideal candidate will provide top-level assistance for high level executives and support in a one-

on-one working relationship. The Executive Assistant serves as a primary point of contact for internal and external matters pertaining to CEO - FM.

The Candidate also serves as a liaison to the Board of Directors and Senior Management teams, organizes and coordinates executive outreach and external relations efforts and oversees special projects.

Candidate's responsibilities include managing calendars, making travel arrangements and preparing monthly management and expense reports.

Key Accountabilities

1. Provide general administration, secretarial and personal assistance deemed required by the CEO.
2. Arrange meetings, seminars, conference, client meetings and related tasks.
3. Answers letters, emails, faxes, mails. Coordinate distribution of correspondence throughout the FM Division and all support departments as well as clients promptly in a logical, proactive and controlled manner.
4. Assist in telephone and email enquiries directed to the CEO, particularly during the busy periods and staff absence. Answer calls on behalf of CEO.
5. Regularly check incoming/outgoing correspondence, always ensuring timely information flow. Deal with incoming and outgoing official mails and correspondences for the division.
6. Production of letters, faxes, e-mails, also taking dictation and transcribe in typewritten form, with appropriate letter formatting.
7. Attend meetings, keep and distribute records (minutes) of proceedings on behalf of the FM team.
8. Production and formatting of Management Information, reports, presentation, charts, etc.
9. Updating manual reports/spreadsheets & ensure data is entered accurately.
10. Maintain and update database of clients, business partners and relevant contacts.
11. Organize CEOs travel requirements, hotel reservations, etc.
12. Perform other related tasks deem required by Management to support & liaise with/between CEO and Senior Management and team in the execution of their duties.
13. Support overall strategic directions in order to ensure smooth flow of functions.
14. Acting as the point of contact among the FM team, executives, employees, clients and other external partners and managing approval processes on behalf of the CEO.
15. Managing information flow in a timely, confidential and accurate manner.
16. Managing other CEOs’ calendars and set up meetings for the CEO in both UAE & KSA (or other required location).
17. Act as the point of contact among executives, employees, clients and other external partners.
18. Rack daily expenses and prepare weekly, monthly or quarterly FM related reports.
19. Oversee the performance of other FM staff as instructed by CEO.
20. Organize and maintain the office filing system.

Education, Experience and Skills

Education:

• Diploma level educated in Finance, Accounting, Engineering, Computer Science or similar qualification.
• Degree educated preferred.
• Must be fluent and comprehensively fluent in English (written and oral).

Experience and Skills:

• Excellent MS Office knowledge computer literate (PowerPoint, word, excel, outlook)
• Minimum 5 year of relevant FM operational work experience.
• High level of attention to detail. Strong administrative and organizational skills.
• Ability to work with highly confidential issues with discretion is required.
• Must be well-organized, have great time management skills and be able to act without guidance.
• Discretion and confidentiality is an absolute must, this is a highly sensitive and critical role to the FM Operations.