The role of the Executive Assistant to Executive Vice President (EVP) is to provide effective and responsive administrative and communication support to the EVP of Corporate Communications, Marketing & Brand (CCMB).
In this role, you will:
Manage the EVP agenda, ensuring that urgent or complex issues across the area of control are accorded priority and ensure that appropriate reports or documents are available for the EVP.
Brief EVP, through daily meetings, on new or ongoing activities and follow up requirements. Utilise knowledge of business issues in order to maximise use of time and ensure that any urgent/priority issues are highlighted and addressed.
Be the first point of contact for the office of EVP and attend to telephone calls, walk in visitors, faxes and emails. Utilise business knowledge to manage calls/contact/visitors appropriately by screening according to priority/urgency. Draft email responses, requisition checks, redirect correspondence to the appropriate department, obtaining additional information where necessary. Ensure that emails are responded to within deadlines.
Liaise with internal and external stakeholders, including senior management, ensuring that concerned departments are informed of any memos/notices for action and follow up to ensure these are actioned.
Manage complex travel itineraries for business trips and to prepare/provide requisite documentation for business travel including reports, speeches and presentations. Responsible for the coordination of non standard travel requests including VIP travel requirements, upgrade authority and excess baggage approval.
Liaise with senior operational management on leave travel planning to ensure that there is appropriate and sufficient leave cover. Maintain an updated list of duty travel requests for reportees, ensuring that such requests meet corporate guidelines.
Prepare and provide documents required for meetings, including reports and presentations, ensuring that all relevant information is accurate and available and liaising as necessary with senior management. Attend meetings as required, recording and distributing minutes and following up with concerned stakeholders on action items.
Approve manpower requests for both Dubai and Outstations, ensuring that they comply with EVP instructions and with budgeted approvals.
Manage the distribution of invitations for special events organised by the Company.
Liaise and coordinate HR and financial matters, process and procedures.
Manage a small team of Administrators in order to ensure efficient work distribution to service CCMB team of 250 plus staff.
