Office Associate

Education

• Bachelor's degree in Business Administration or a related field.

Experience & Skills

• A minimum of 3 years of relevant experience.
• Proven experience supporting a VP or senior leadership.
• English language required (advanced); Arabic language desired (working knowledge).
• Strong communication & organization skills.
• Ability to multitask, prioritize, and work effectively in a fast-paced environment.

Job Purpose

The purpose of this role is to manage the office of the Vice President and perform administrative and operational duties in relation to calendar management, document control and general support relating to the SVP's internal and external clients.

Main Responsibilities

Perform a variety of administrative tasks of a highly confidential and sensitive nature.

Manage the entire calendar and handle incoming and outgoing communications with internal and external clients.

Screen, prepare and organize incoming and outgoing documentation relating to SVP office for the appropriate actions.

Provide preliminary summaries of incoming material to the VP by reviewing and making basic analysis of the documents and their content.

Organize business itineraries, travel arrangements, conferences, meetings and social functions as and when required.

Consistently follow-up on matters initiated or related to the VP's Office in order to ensure they are completed on time.

Receive and screen incoming calls and visitors; determine priority matters for necessary endorsement to Department Head.

Ensure policies and procedures are closely followed and standards of quality pertaining to the office administration are constantly monitored and adhered to.

Timely preparation of the necessary material (minutes, agendas, presentations or reports) for SVP

meetings.

Regular circulation of calendars, monthly evaluations and newsletters among other material, within the department's teams.

Continuous management of documentation on the ECM system as per the electronic filing codes and reference numbers.

Follow-up on tasks and projects with the team as required by the SVP, particularly during his/her

absence.

Implement an effective tracking methodology to follow up on correspondences and actions of tasks and projects, bringing tasks which require further action to the attention of Senior Vice President.