executive support specialist

Organon Pharmaceuticals

<div>The Position
We are seeking a proactive and detail-oriented Junior HR Specialist to support our Enterprise Shared Services (ESS) Leadership Team while also contributing to project coordination and administrative tasks. This hybrid role is ideal for someone looking to grow in HR while gaining exposure to project management and executive support functions.<div></div>
Responsibilities
Project Coordination<ul><li>
Support HR-related projects by tracking timelines, deliverables, and stakeholder communications.</li><li>
Assist in preparing project documentation, presentations, and status reports.</li><li>
Coordinate with cross-functional teams to ensure project milestones are met.</li></ul>
Administrative &amp; Executive Support<ul><li>
Manage calendars, schedule meetings, and coordinate appointments for HR leadership.</li><li>
Handle travel arrangements including booking flights, accommodations, and preparing itineraries.</li><li>
Process expense reports and ensure timely reimbursements.</li><li>
Maintain confidentiality and professionalism in handling sensitive information.</li></ul><div></div>
Required Education, Experience and Skills<ul><li>
Bachelor&rsquo;s degree in Human Resources, Business Administration, or related field.</li><li>
3-5 years of experience in HR, administration, or project coordination.</li><li>
Strong organizational and multitasking skills.</li><li>
Proficiency in MS Office Suite (Excel, PowerPoint, Outlook).</li><li>
Excellent communication and interpersonal skills.</li><li>
Ability to work independently and as part of a team.</li></ul><div></div>
Preferred Skills<ul><li>
Experience in supporting Senior Leadership activities</li><li>
HRIS systems and expense management tools.</li><li>
Familiarity with project management software</li><li>
Exposure to travel coordination and executive support.</li></ul>
Secondary Job Description
Who We Are:
Organon delivers ingenious health solutions that enable people to live their best lives. We are a $6.5 billion global healthcare company focused on making a world of difference for women, their families and the communities they care for. We have an important portfolio and are growing it by investing in the unmet needs of Women&rsquo;s Health, expanding access to leading biosimilars and touching lives with a diverse and trusted portfolio of health solutions. Our Vision is clear: A better and healthier every day for every woman.
As an equal opportunity employer, we welcome applications from candidates with a diverse background. We are committed to creating an inclusive environment for all our applicants.
Search Firm Representatives Please Read Carefully 
Organon LLC, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.
Annualized Salary Range
Annualized Salary Range (Global)
Annualized Salary Range (Canada)
Please Note: Pay ranges are specific to local market and therefore vary from country to country.
Employee Status:
Regular
Relocation:
No relocation
VISA Sponsorship:
Travel Requirements: Organon employees must be able to satisfy all applicable travel and credentialing requirements, including associated vaccination prerequisites
Flexible Work Arrangements:
Shift:
Valid Driving License:
Hazardous Material(s):
Number of Openings:
1 
Requisition ID:R537114</div>

Junior HR Specialist

Vocus Communications

40 Miller St, North Sydney NSW 2060, Australia Are you looking for an awesome place to work, where you can proudly be your authentic self, and be part of ? We are looking for apassionateteam player whoaligns with our valuesand culture, takes pride in their unique contributions, and can challenge the status quo with disruptive thinking. If this sounds like you, come and join us! The Opportunity Join Vocus in a pivotal role as Executive Assistant to our Chief Executive Officer, based in our North Sydney office. This is a unique opportunity to provide strategic and high-level executive and administrative support, ensuring the CEO's time, communications, and priorities are seamlessly managed. As the central coordination point for the CEO's office, you'll play a key role in forward planning, managing complex scheduling, and facilitating smooth day-to-day operations. You'll foster strong relationships across the Executive Leadership Team, Board, and external stakeholders, enabling effective communication and collaboration at the highest levels. This Sydney-based position offers flexible hybrid working arrangements and the chance to make a meaningful impact in a dynamic, fast-paced environment. Vocus has a flexible working policy, however this role will need to be in the office two days. What you'll be doing day-to-day As the EA to the CEO, your responsibilities will also include, <ul> <li>Providing a high-level administrative and executive support to the CEO, ensuring their time, priorities, and communications are effectively managed.</li> <li>Proactively manage and prioritise the CEO's diary, using strong judgement to balance priorities, stakeholder meetings, and business demands.</li> <li>Coordinate domestic and international travel, managing all related expenses and approvals.</li> <li>Prepare and support presentations, board papers, and briefing materials in collaboration with key stakeholders.</li> <li>Engage with the Executive Leadership Team, Board members, and external partners, managing introductions, follow-ups, and communications on behalf of the CEO.</li> <li>Attend leadership meetings to stay across business priorities and share relevant updates with the wider EA community.</li> <li>Manage approvals and workflows on behalf of the CEO, including travel, leave, purchase orders, and executive team expenses.</li> <li>Plan and coordinate logistics for meetings, events, and business functions, ensuring all details are executed seamlessly.</li> <li>Promote collaboration within the EA and administration community, building strong working relationships across the business and living the Vocus 'One Team' value.</li> <li>Handle confidential and sensitive information with professionalism, and discretion at all times.</li> </ul> What you'll bring to this role <ul> <li>To be successful in this role you'll have a minimum 5+ years' experience supporting a C-suite executive, ideally a CEO, in a fast-paced and complex organisation.</li> <li>Demonstrated ability to apply strong judgement and make informed decisions when managing competing priorities.</li> <li>Exceptional organisational and time management skills, with strong attention to detail and follow-through.</li> <li>Excellent written and verbal communication skills, including the ability to prepare and edit correspondence, presentations, and reports.</li> <li>Strong relationship management skills with the confidence to engage effectively with executives, board members, and external partners.</li> <li>Highly proactive, resourceful, and able to anticipate needs with minimal direction.</li> <li>Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) and strong overall business systems capability.</li> <li>Discreet, adaptable, and calm under pressure, with a professional approach and alignment to the Vocus "One Team" value.</li> </ul> What We Offer Working at Vocus will give you rewarding experiences and the opportunity to do extraordinary work. You will enjoy: <ul> <li>Diverse and dynamic teams with a supportive and inclusive culture.</li> <li>Supportive career development plans with comprehensive ongoing training, support, and development opportunities.</li> <li>Flexible hours and a hybrid working environment</li> <li>Generous discounts on power, gas, mobile and internet; plus, discounts to over 400 retailers.</li> <li>Competitive leave options, including anniversary leave, purchased leave, parental leave, volunteering leave, and study leave</li> <li>Study assistance programs to excel your personal growth, learning and development.</li> <li>Health and wellness offerings, including access to our wellbeing initiatives that can help you from a financial, psychological, and physical perspective.</li> </ul> Working at Vocus is never just a job - it's personal. We're crazy about our customers and believe our people are the difference. Our wonderfully diverse team and a vibrant culture define us. We care about the impact we have on our people, our customers, and our communities and are committed to operating as a responsible, ethical business. We pride ourselves on setting audacious and ambitious goals and believe that we can play our part in changing the Australian telecommunications landscape and make a fundamental difference to people's lives. With us, you'll have the opportunity to lead and inspire teams, work on projects that are shaping the future of telecommunications and become part of a culture that thrives on creativity, encourages new ideas, and provides a collaborative and inclusive environment. About Us As Australia's specialist fibre and network solutions provider, we own and operate 25,000km of secure, high-capacity fibre connecting people, businesses, governments, and communities across Australia to the world. Through our well-known retail brands, we deliver simple and affordable broadband, mobile, voice and energy services with the purpose of Building Critical Connections. Enabling Better Possibilities. Ready to take the next step? If you like the sound of this role and think you'd do a great job, but are worried you don't tick every box, we encourage you to back yourself - we know that diverse groups are less-likely to apply for roles they're not 100% qualified for, but just as likely to succeed at them! We are a proud equal opportunity employer committed to providing a safe, diverse, and inclusive working environment where all our team members feel like they belong. We know diversity makes us stronger and we encourage applications irrespective of background, age, origin, gender, sexual orientation, identity, or ability. If you feel comfortable, please let us know if you have any accessibility requirements upon application, so we can make any adjustments required to support you throughout our recruitment process. 40 Miller St, North Sydney NSW 2060, Australia

Executive Assistant to the CEO

Al Adyat consultancy

General RoleActs as the central point of coordination for executive-level operations, ensuring smooth execution of strategic initiatives and high-level administrative tasks.Key Responsibilities&middot; Manage executive schedules, meetings, and communications.&middot; Coordinate cross-functional activities and ensure timely execution of executive directives.&middot; Support the preparation of executive reports, presentations, and documentation.&middot; Liaise with internal and external stakeholders on behalf of departments&rsquo; senior executives.&middot; Ensure confidentiality and accuracy in all executive operations.Required Experience&middot; Minimum 8+ years of experience in executive support or operations coordination, including at least 3 years in a governmental role within the State of Qatar.&middot; Strong organizational and communication skills with experience in high-level stakeholder engagement.Bilingual proficiency (Arabic and English) is a mustJob Type: Full-timePay: QAR10,000.00 - QAR15,000.00 per monthEducation:<ul><li>Bachelor's (Required)</li></ul>Experience:<ul><li>governmental role within the State of Qatar: 3 years (Required)</li><li>executive support or operations coordination: 8 years (Required)</li></ul>Language:<ul><li>Arabic (Required)</li><li>English (Required)</li></ul>

Executive Operations Coordinator

J. Awan & Partners

Job purpose:
The Executive Administrator will play a pivotal role in providing high-level administrative support to the CEO &amp; executive team, ensuring seamless day-to-day operations. This position requires a dynamic, highly organized individual with a proven track record as an Executive Assistant, alongside experience in HR coordination and office management. The successful candidate will be instrumental in supporting strategic initiatives, managing confidential information, and ensuring the smooth functioning of the DIFC office.
Key Responsibilities include:
Executive Support:
<ul>
<li>Provide comprehensive administrative support to CEO &amp; executive mgt including calendar management, travel arrangements, meeting coordination, and correspondence.</li>
<li>Well-versed in booking complex and proactive travel arrangements.</li>
<li>Experienced in hotel bookings and related logistics</li>
<li>Possessing extensive work experience in travel coordination and booking management.</li>
<li>Prepare and review internal and external communications, reports, and presentations.</li>
<li>Maintain a high level of confidentiality and discretion in handling sensitive information.</li>
<li>Act as a liaison between executives and internal/external stakeholders.</li>
<li>Liaising with PRO for labor, visa &amp; other related HR matters.</li>
</ul>
Office Management:
<ul>
<li>Oversee the day-to-day office operations, ensuring a professional and efficient working environment.</li>
<li>Manage vendor relationships, office supplies, maintenance requests, and general facility needs.</li>
<li>Organize and coordinate internal events, meetings, and team activities.</li>
</ul>
HR Support:
<ul>
<li>Assist with onboarding and offboarding processes including coordination with DAFZA, DIFC and relevant authorities.</li>
<li>Maintain employee records and support the administration of HR policies and procedures.</li>
<li>Coordinate recruitment logistics, interview scheduling, and candidate communication.</li>
<li>Support employee engagement initiatives and internal communication.</li>
</ul>

Executive Administrator

Confidential Company

Job Purpose: To provide high-level executive and business support to the Executive Vice Chairman, ensuring seamless coordination, communication, and execution of key priorities across sales, marketing, and operational functions. The role combines executive assistance, business analysis, and coordination to drive efficiency and informed decision-making. Key Responsibilities:<ul><li>Coordinate and follow up on management directives and business priorities.</li><li>Prepare reports, presentations, and performance dashboards for executive review.</li><li>Gather and analyse sales, inventory, and operational data to support business insights.</li><li>Track progress on projects, initiatives, and action items across departments.</li><li>Draft communications, summaries, and business updates for internal and external circulation.</li><li>Support budgeting cycles by consolidating departmental inputs and monitoring utilization.</li><li>Manage the Executive Vice Chairman’s calendar, ensuring effective scheduling and prioritization.</li><li>Handle confidential information with utmost discretion and professionalism.</li><li>Develop and maintain reporting tools to support data-driven decision-making.</li></ul>

Executive Secretary

ADEAREST

Responsibilities and Duties:
<ol>
<li>Executive Support</li>
<ul>
<li>Manage and optimize the GMs calendar including scheduling meetings, anticipating conflicts, and ensuring time is prioritized according to business needs.</li>
<li>Prepare high-quality reports, presentations, and briefing materials for internal and external meetings.</li>
<li>Draft, review, and manage executive-level correspondence, ensuring clarity, professionalism, and confidentiality.</li>
</ul>
<li>Meeting &amp; Event Coordination</li>
<ul>
<li>Organize and facilitate executive meetings, including agenda preparation, minute-taking, action item tracking, and follow-ups.</li>
<li>Coordinate logistics for offsite meetings, board sessions, and leadership workshops.</li>
<li>Manage travel plans, accommodations, and itineraries in line with the GMs priorities and budget.</li>
</ul>
<li>Stakeholder Communication &amp; Liaison</li>
<ul>
<li>Act as the primary point of contact between the GM and internal/external stakeholders.</li>
<li>Facilitate smooth communication flow across departments, resolving issues and relaying messages promptly.</li>
<li>Represent the GM in interactions when delegated, ensuring professionalism and alignment with organizational values.</li>
</ul>
<li>Information &amp; Document Management</li>
<ul>
<li>Develop and maintain a secure and efficient filing system (physical and digital) for contracts, reports, and sensitive documents.</li>
<li>Ensure accurate documentation of decisions, policies, and procedures related to the GM's office.</li>
<li>Track and manage confidential information with the highest level of discretion.</li>
</ul>
<li>Project &amp; Initiative Support</li>
<ul>
<li>Support strategic projects and initiatives by tracking progress, coordinating inputs, and ensuring timely follow-up.</li>
<li>Conduct research, compile data, and prepare executive summaries and dashboards as requested.</li>
<li>Assist in budget tracking, procurement requests, and administrative reporting such as Facility management &amp; tracking report.</li>
</ul>
<li>Operational Efficiency &amp; Process Improvement</li>
<ul>
<li>Identify opportunities to improve workflows and reduce administrative burden on the GM.</li>
<li>Implement and maintain executive support tools and platforms (e.g., task managers, calendars, dashboards).</li>
<li>Coordinate with IT, HR, and Finance departments to ensure the GMs office operates smoothly.</li>
</ul>
</ol>

Executive Assistant

Rua Al Madinah Holding | رؤى المدينة القابضة

<div>
 
 
 Job Summary:
 
 
 
 We are looking for an experienced Executive Assistant to oversee activities within the Chief Operations Officer&rsquo;s office, ensuring proper planning, coordination, and tracking across the Operations sector. This role supports executive-level operations through the following responsibilities:
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Maintain and manage the Operations Executive Director's calendar, including scheduling meetings, appointments, and travel itineraries.
 </li>
 <li>
 Coordinate travel arrangements, including booking flights, hotels, and ground transportation.
 </li>
 <li>
 Prepare briefing materials and agendas for meetings, conferences, and presentations.
 </li>
 <li>
 Manage incoming and outgoing emails, calls, and messages, filtering and prioritizing information for the Executive Director.
 </li>
 <li>
 Draft and proofread correspondence, reports, and presentations as directed.
 </li>
 <li>
 Liaise with internal and external stakeholders, responding to inquiries and providing accurate information.
 </li>
 <li>
 Maintain electronic and physical filing systems for efficient document access and retrieval.
 </li>
 <li>
 Track deadlines and follow up on outstanding tasks and deliverables.
 </li>
 <li>
 Organize and prepare meeting rooms and materials for executive meetings.
 </li>
 <li>
 Take accurate and comprehensive minutes during meetings.
 </li>
 <li>
 Provide logistical support for internal and external projects led by the Executive Director.
 </li>
 <li>
 Maintain strict confidentiality regarding sensitive information and financial matters.
 </li>
 <li>
 Exercise discretion and professional judgment in all interactions and decisions.
 </li>
 <li>
 Manage petty cash and the administrative budget for the Operations division.
 </li>
 <li>
 Coordinate office supplies and equipment needs.
 </li>
 <li>
 Assist with special projects and strategic initiatives as assigned.
 </li>
 </ul>
 
 
 
 
 
 Qualification:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration, Management, or a related field.
 </li>
 <li>
 Minimum of 2 years of experience in executive support, office management, or operations coordination.
 </li>
 <li>
 Expert-level skills in follow-up and tracking, with strong attention to detail and deadline management.
 </li>
 <li>
 Intermediate proficiency in business planning, communication planning &amp; execution, and project coordination.
 </li>
 <li>
 Strong organizational and multitasking abilities to manage complex schedules and priorities.
 </li>
 <li>
 Excellent written and verbal communication skills for professional correspondence and stakeholder engagement.
 </li>
 <li>
 High level of discretion, professionalism, and confidentiality in handling sensitive matters.
 </li>
 </ul>
 
 
</div>

Executive Administrative Assistant

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