Executive Assistant

Position Summary

The Executive Assistant is responsible for providing high level confidential administrative, project coordination and support to the office of the General Manager.

Responsibility Description

Manage the schedule

• Manage the schedule workload and ensure the General Manager is adequately prepared for meetings
• Prepare Agenda and provide needed background information to the General Manager prior to meetings
• Plan, organize and manage time and activities effectively
• Handle confidential information with discretion and diplomacy.
• Communicate confidently and effectively with both internal and external customer
• Ensures smooth travel and meeting arrangements by developing itineraries and agendas; scheduling and coordinating

General Clerical & Administrative tasks

• Represents the General Manager by welcoming visitors, reviewing correspondence
• Answering questions and meeting requests directed to the General Manager
• Receive and interface with senior clients and partners
• Provide administrative support, expenses, correspondence, IT requests, file management & interface with all internal departments
• Identifies documents received from various entities and institutions and communicates with concerned departments and acting as an arbiter between the employee and people manager wherever necessary
• Helps key executives make consistent decisions by advising them of historical precedents, serving as liaison between them and the General Manager
• Updates job knowledge by reading professional publications and maintaining personal networks
• Enhances the General Manager ‘s and ZAJEL’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments
• Note minutes of meeting and follow up on action plan with departments

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Project Coordination & Support

• Co-ordinates activities across the various projects to ensure an understanding of needs
• Assistance with preparation of business reports and presentations
• Manage project communications such as schedule and attend meetings, coordinate logistics, etc.
• Review and monitor project schedules
• Maintain project files and Workbooks
• Records project meetings to update project tasks and outcomes into systems
• Assist in preparation and managing the day-to-day activities of project plan
• Ensures optimum utilization of resources
• Oversee the impacts and dependencies between projects

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Self-Development 

• Strives to achieve the highest levels of proficiency in all the competencies and skills required to perform the role.
• Identifies the training and development requirements for self and agrees with the manager to ensure that the required training courses are arranged and attended.
• Sets the performance goals in the beginning of the year after discussion   with the manager and ensures that the goals are achieved during the course of the year.

MIS and Reports 

• Prepare timely and accurate MIS statements and reports as required.

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Policies, Systems, and Procedures 

• Provides feedback regularly on the effectiveness and soundness of policies and procedures of Customer Support.
• Ensures that policies and processes fulfil all procedural/legislative requirements while delivering a quality, cost-effective service.
• Understand and embrace the corporate information security framework and perform duties according to the policy, procedures, standards, and guidelines.

Quality Management and Continuous Improvement 

• Ensures compliance with all relevant quality management procedures and controls to guarantee compliance and delivery of high-quality service.
• Stimulates and contributes to the identification of opportunities for continuous improvement of systems, processes and practices considering best practices, improvement of business processes, cost reduction and productivity improvement. 

Academic/ Vocational Qualifications

• Bachelor’s Degree Graduate in any stream is a must

Work Experience

• 4-8 years of experience with a similar role.
• Minimum 2 years in supporting Senior Executive in any organization
• Excellent interpersonal and communication skills
• Good command over languages like English & Arabic (oral and written)
• Handle confidential information, ability to multitask, explicit eye for details

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