Executive Assistant (6-month contract)

• Prepare reports on defined executive operational metrics

• Develop documents and communication for various requests, reports, and letters

• Manage all the personal and business day-to-day activities and issues of the manager

• Collaborate with other team members in the planning and development of internal and external projects

• On behalf of the manager, prepare correspondence and other material requiring considerable judgment and knowledge of operations; Screen, trace, file, retrieve, and coordinate all incoming and outgoing correspondence and necessary paperwork directly related to the overall management of the organization

• Hold all work-related information in the strictest confidence. This includes, but is not limited to; communications, either direct or indirect; strategic information and employee specific personnel action and information.

• Represent team in liaising with other department teams to coordinate some projects

• Meet professional obligations through efficient work habits such as: meeting deadlines, honouring schedules, coordinating resources and meeting in an effective and timely manner, and demonstrate respect for others

• Ensures alignment with organization policy and defined regulations through the effective management in scheduling offsite travel (hotel, flight, rental car, meeting agenda, presentation location needs) for designated executive personnel

• Manage a variety of important functions requiring independent judgment and using tact and diplomacy in dealing with officials and the public

• Participate in Team meetings through the preparation of agendas, packets, documents and general record keeping

• Manage and maintain the schedule of the team, obtaining and providing needed information for scheduled appointments

• Demonstrate efficiency in scheduling, creating complex documents and exercising discretion and independent judgment in matters of importance and ensures the general operations of the department are functioning to maximum capacity

• Provide support and a wide range of complex, confidential, and administrative duties to the manager

• Provide supervision and general project management for special requests by the team and ensure appropriate follow through actions

• Perform personnel oriented tasks, including participating in the hiring process, supervising the training of new employees, ongoing training of other employees, resolving employee problems and following defined policy/procedure around general supervision (if applicable)

• Supervise designated office administrative staff by developing operating procedures and systems to ensure effective and efficient department office operations (if applicable)

• Responsible for conducting the meetings, bi-weekly Business and operational meetings and financial and budgeting reviews (if applicable)

• Organize and maintains contracts, records, and other essential documents; archive out of date information according to records management compliance and best practices

• Manage and supervise designated personnel, the planning, coordinating, and directing of activities associated with the overall operation of the department in general.

• Develop presentations, to include general preparation, identifying resources, collateral and presentation materials, equipment needs, producing scripts and PowerPoint presentations

• Must be fluent in English; knowledge in Arabic and other languages would be a plus

• Must be a Bachelor degree holder

• Must have good knowledge in using Microsoft application

• Must have experienced working in a multicultural environment

• At least 5 years of Executive Assistant / Personal Assistant experience in a highly professional business environment (experience in financial services, professional services, legal, or banking industries preferred)

• Exceptional written and verbal communication skills in English and Arabic Desire to deliver superior customer service

• Ability to multi-task with high degree of accuracy

• Demonstrated high level of professionalism and confidentiality

• Excellent phone manners and interpersonal communication skills

• Ability to learn and accept standard operating procedures and compliance regulations Exceptional skills with Microsoft Office: Word, Excel, PowerPoint

• Proactive and organized

Black Pearl