The posting
We are seeking a highly competent and professional Executive Assistant to provide comprehensive support to our Managing Director. The ideal candidate will be responsible for managing the MD's complex schedule, facilitating communication with key stakeholders, and ensuring the smooth running of the MD's office. This role requires exceptional organizational skills, discretion, and the ability to work effectively in a fast-paced, high-pressure environment.
SECTION II: KEY RESPONSIBILITIES
Key Responsibilities:
- Manage the Managing Director's calendar, including scheduling meetings, appointments, and travel arrangements.
- Act as the primary point of contact for the MD, screening calls, emails, and visitors.
- Prepare and edit correspondence, reports, and presentations for the MD.
- Organize and maintain digital and physical filing systems for the MD's office.
- Coordinate complex travel itineraries, including international trips, ensuring all necessary documents and arrangements are in place.
- Plan and organize high-level meetings, board meetings, and corporate events.
- Take minutes during meetings and distribute them as required.
- Liaise with internal departments, external clients, and partners on behalf of the MD.
- Handle confidential and sensitive information with the utmost discretion.
- Manage expense reports and process invoices related to the MD's activities.
- Conduct research and prepare briefing materials for the MD's meetings and presentations.
- Assist with special projects and additional duties as assigned by the MD.
- Coordinate with other executive assistants and administrative staff to ensure seamless operations.
- Manage the MD's professional social media presence, if required.
- Anticipate the MD's needs and proactively resolve potential issues.
- Serve as a gatekeeper for the MD, managing access and prioritizing requests for the MD's time and attention.
- Coordinate and prepare agendas for leadership team meetings, ensuring all necessary materials are available.
- Assist in the preparation of board meeting materials, including compiling reports and presentations.
- Manage the MD's personal and professional development activities, including scheduling training sessions and coordinating memberships in professional organizations.
- Oversee the MD's office budget, including forecasting, tracking expenses, and identifying cost-saving opportunities.
- Coordinate with the HR department on matters related to the MD's direct reports, such as performance reviews and hiring processes.
- Assist in the development and implementation of office policies and procedures to improve efficiency.
- Manage the MD's media relations, including coordinating interviews and preparing briefing materials.
- Coordinate with the legal department on matters requiring the MD's attention or signature.
- Manage the MD's professional library, including subscribing to relevant publications and organizing research materials.
- Assist in the preparation of speeches and presentations for industry conferences and events.
- Coordinate with IT department to ensure the MD's technology needs are met and up-to-date.
- Manage special projects assigned by the MD, which may involve cross-functional coordination and research.
- Serve as a liaison between the MD and other executive assistants in partner or client organizations.
- Assist in the onboarding process for new direct reports to the MD.
- Manage the MD's professional certifications and ensure timely renewals.
- Coordinate with facilities management to maintain and improve the MD's office environment.
- Assist in crisis management situations, coordinating communication and logistics as needed.
- Prepare and distribute internal communications on behalf of the MD to staff and stakeholders.
SECTION III: KNOWLEDGE & SKILLS
Educational and Technical Qualifications:
- Bachelor's degree in Business Administration, Communications, or a related field.
- Minimum of 2-10 years of experience as an executive assistant, preferably supporting C-level or Director-level executives.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills, with the ability to interact professionally with high-level executives and stakeholders.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Demonstrated ability to handle confidential information with discretion.
- Excellent problem-solving skills and ability to work independently.
- Flexibility to work extended hours when required, including occasional weekends.
- Strong attention to detail and ability to multitask effectively.
- Professional demeanor and polished appearance.
Preferred Qualifications:
- Experience in the specific industry or sector of the Managing Director.
- Knowledge of corporate governance and board procedures.
- Proficiency in project management tools and techniques.
- Experience in managing budgets and financial reporting.
- Multilingual capabilities, particularly in languages relevant to the company's operations.
Language Skills:
- Written and spoken English and Arabic is essential. Knowledge of any other language will be an added advantage.
Years of Experience:
- Minimum 2 year of related experience
Nature of Experience:
- Minimum 2 - 6 years of related experience in a similar role.
