Job Purpose
Provide administrative support and coordination for direct manager travel plans, meetings, conferences, and correspondences in addition to managing the executive's personal and business calendar, including making appointments and prioritizing the most sensitive matters, and any other special projects to enable the direct manager to properly manage their time and achieve their targets, along with maintaining comprehensive and accurate records and performing minor accounting duties.
Qualifications and Education:
- Bachelor's degree of business administration preferably business or finance major.
- Communication and relationship management skills
- Strong PR and interpersonal skills
Experience:
- 8 - 10 years experience in the field of office management with at least 5 years working with executives representative
JOB RESPONSIBILITIES
- Plan for the whole year, in conjunction with the Executive, calendar based on set targets and activities to ensure proper settings of travel, meetings, conferences, strategic meetings, and committees.
- Handle and coordinate all travel logistics for all business and personal trips requested by the Executive in alignment with the set travel budget, to ensure all trips are successful.
- Plan and schedule for all internal and external meetings and coordinate with all attendees to effectively manage the Executive time and ensure sustainability of all department operations.
- Attend all meetings to collect, analyze and communicate all meeting minutes with all stakeholders and follow up on assignments to maintain all meetings effectiveness.
- Act as the Executive delegate, to attend meetings on his/her behalf with internal and external parties to maximize the Executive ability to multitask and manage their priorities.
- Handle VIP meetings logistics whether held at the company premises or externally and represent the Executive with guests and visitors to maintain the company image.
- Control the Executive budget in terms of travel, stationary, meetings and any other miscellaneous expenses and ensure it doesn't exceed the set limits.
- Build and sustain positive strong relationships with internal co-workers and managers and external parties, such as: vendors, banks, suppliers, hotels, and travel agencies to facilitate the Executive job responsibilities.
- Handle all Executive's personal and business bills payment and issuance on time to avoid delays and penalties.
- Handle Executive's personal and business PR to ensure their connectivity and update with all business-related news and communities to enable effective relationship management.
- Filter and review the Executive's e-mails, reply to inquiries and business e-mails, and prepare business briefings and reporting to support the Executive in managing their time more effectively.
- Follow up on projects with stakeholders and subordinates to ensure getting all the work done on time.
- Plan and coordinate direct reports vacations and leaves plans on calendar and on system to maintain availability of required authorizations in order not to hinder operations.
- Act as gate keeper for all issues, requests and conflicts that may arise and need the Executive's input to limit or diminish any sort of disturbance or waste of time for the Executive to facilitate accomplishing their job effectively.
- File and archive all important files and documents and maintain their confidentiality to enable ease of access and information retrieval.
- Take part and handle company special projects and events as requested in coordination with other Assistants and Executives and ensure those projects are completed successfully.
