Job Description
Executive Assistant
Executive Assistant to Managing Director
12 months contract - Extendable
Scope of Work:
•Provide effective administration and organisational support to the Managing Director in the field and whilst travelling and ensure accurate handling of various office tasks as well as co-ordination of tasks with the management and staff.
•Maintain an effective liaison with the importers and central departments
•Handling of Managing Director’s correspondence, communication and calendar while ensuring that all arrangements including timing, room booking and agenda run smoothly.
•Managing all forms of correspondence on behalf of the Managing Director to internal and external stakeholders while ensuring timely draft of replies as per timelines.
•Logging of all in-coming correspondence archiving the requisite documents.
•Handling of phone communication.
•Managing travel arrangements/support for the Managing Director by ensuring timely planning, coordination and administration of required processes, claims, submissions.
•Co-ordination and organization of visits from importers’ and Head Office colleagues to the Regional Office (provision of itinerary, visa, airport transfers, hotel booking etc).
•Taking over office projects on a case by case basis.
•Preparation of presentations and regular follow-up with colleagues to update all the required information
•Administrative support of the Managing Director in the Importer Contract Renewal process.
•Administration of the gift process.
•Organisation and co-ordination of the Management Meetings with the Managing Director/CFO as well as issuing and filing of the Minutes.
•Organisation of the Annual Business Plan Meetings with the importers.
•Provision and organization of certain office supplies. Keep record of stock and materials for the Managing Director.
Prerequisites
•High level of communication proficiency in English (written and spoken).
•High level of proficiency with Microsoft Office Tools (Excel, PowerPoint)
•Service delivery steering by qualified personnel possessing a degree/ professional qualification with 3-5 years of experience of working with C-suite executives, in a multi-national industry. Region middle east to be preferred.
