Executive Assistant

OVERVIEW

Position

Executive Assistant

Job Code

Reports to

Senior Manager Business Services

Direct Reports

None

Department

Legal

Division/Sector

Legal

Role Purpose

• Independently supports the activities of the Business Services Senior Manager
• Acts as a primary point of contact for performance, internal survey….
• Acts as a primary point of contact for both internal and external parties on all matters pertaining to the Legal Team and the L&C Department.

KEY ACCOUNTABILITIES & ACTIVITIES

Key Responsibilities

• Serve as the primary point of initial contact on any matter directed to the Legal Team; keep track of incoming issues and the appropriate course of action, referral and/or response.
• IT/ technology interest
• Manage the Legal Team’s calendars, including scheduling appointments and meetings, and appropriately prioritizing the most urgent matters.
• Provide a bridge for smooth communication between the Legal Team and other internal departments, demonstrating leadership to maintain credibility, trust and support with senior management.
• Receive, screen, evaluate and suggest appropriate responses to correspondence received by the Legal Team.
• Support the day-to-day activities of the Legal Team, including in connection with management and training, scheduling and prioritizing work assignments, printing and scanning.
• Prioritize conflicting needs; handle maters expeditiously and proactively.
• Manage delivery of projects to successful completion, often with time pressure.
• Manage special programs for the Legal Team, some of which may have NEOM-wide impact.
• Make and answer telephone calls, including taking messages and communicating information to the Legal Team.
• Screen visitors and liaise with NEOM security to ensure site access for visitors.
• Coordinate travel arrangements for Legal Team and visitors, including flights, ground transportation, and accommodation.
• Prepare reports and presentations.
• File and organize documents, including keeping a record of matters and agreements, and monitoring key dates for renewals, terminations and other obligations.
• Organize and prepare for meetings, including gathering documents, drafting and circulating agendas, and attending to logistics of meetings, and record minutes of departmental meetings.
• Process expenses reimbursements.
• Prepare and submit internal requests, including in relation to obtaining IT hardware and software for members of the Legal Team.
• Draft basic letters and other documents for the Legal Department.
• Oversee the planning and coordination of key special events for the Legal Department.
• Manage, in conjunction with other departments, visa, and recruitment duties in relation to the Legal Team, including on-boarding new staff members and training new employees where necessary.

BACKGROUND, SKILLS & QUALIFICATIONS

Knowledge Skills and Experience

• Ability to multitask and prioritize tasks
• Excellent time-management skills
• First-rate organizational skills and ability to coordinate multiple projects simultaneously
• Strong interpersonal skills
• Keen attention to detail
• Excellent verbal and written communication skills
• Ability to act as gatekeeper and escalate relevant information to executives as needed
• Ability to work effectively with minimal supervision
• Discretion and confidentiality
• In-depth understanding of entire MS Office suite
• Proven experience as an EA or other relevant administrative support experience

Qualifications

• Bachelor’s Degree in business administration or other related field