Job Description

Job Title Executive Administrative Assistant

Description

Administration

Abu Dhabi

About the Role

The Executive Assistant will join the Lockheed Martin UAE team supporting and reporting to the local Country Executive. As the Executive Assistant you will manage the daily operation of the VP diary, meeting planning, meeting scheduling, travel planning and expenses.

Specific Duties will include but are not limited to.

• Provide secretarial support to resident and visiting LM executives.
• Manage complex calendar requirements for the Chief Executive.
• Coordinate office visits, correspondence, and activities with Lockheed Martin Middle East.
• Coordinate office visits, correspondence and activities with the most senior military and civilian officials.
• Receive visitors and guests to the LM office for the Chief Executive. Typically, these guests are senior company officials at the CEO/COO and CFO levels.
• Oversee / coordinate weekly / biweekly / monthly reports related to the Middle East region.
• Make travel arrangements for resident and visiting executives.
• Prioritize and manage multiple tasks simultaneously and follow through on issues in a timely manner.
• Communicate and handle incoming and outgoing communication, both electronic and paper correspondence on behalf of the Chief Executive.
• Train and supervise assigned support staff and ensure the smooth functioning of the reception desk.
• Handle petty cash and preparation of Lockheed Martin travel expense reports, in-country expense reimbursement and payment requests.
• Record and prepare minutes of the LMME meeting and any other meetings deemed critical by the Chief Executive.
• Prepare an action list of issues arising from meetings and provide follow-up to ensure closure of issues.
• Coordinate office activities and schedules, develop and recommend office procedures and systems and ensure smooth office operations.
• Assist in event management such as coordinating arrangements for the Dubai Air show, IDEX, US Trade Mission to the UAE, etc.

Required skills, qualifications and experience

• Multi-tasks effectively in a fast-paced and dynamic work environment.
• Excellent computer skills with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
• Experience using and uploading documents to SharePoint
• Demonstrated proficiency in meeting technology such as VTC, Skype, audio and web conferencing.
• Ability to coordinate complex travel arrangements and logistical challenges and populate and reconcile expense reports.
• Ability to handle confidential and sensitive information with the utmost discretion.
• Excellent interpersonal skills, both oral and written, and the ability to work well with all levels of internal management and staff, as well as external customers, clients and vendors.
• Displays strong teamwork ethic.
• Self-starter who can independently accomplish tasks; is proactive, flexible and takes initiative.
• Performs with attention to detail.
• Demonstrated experience in executive protocol and providing administrative support to Executive-level clients.

Desired skills, qualifications and experience

• Experience with Lockheed Martin (LM) tools (Concur, Visit LM, etc.), policies and procedures.
• Prior experience in human resources and supporting senior executive.
• Internet research skills at an advanced level of administrative competency.
• Familiarity with SharePoint.

Job Reference Number

11092BR

Employee Type

Full Time

Hours Per Week

40

Working Schedule

Standard Hours

Country

United Arab Emirates (UAE)

Clearance Required for Role

EMEA Verification Check

Graduate, Intern or Apprentice Vacancy?

No

Business Environment

Lockheed Martins International Corporate and Enterprise Business Services (EBS) units, consists of Business Development, IT Services, Payroll, ESH, HR and Finance functions that support the business across the whole of the EMEA region. With employees located throughout the UK, Europe and Middle East, LM Corporate and EBS provide EMEA wide support to all the LM International business areas.

Equal Opportunity Statement

Lockheed Martin recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, religion or belief. Discrimination on any of these grounds is expressly forbidden. We therefore welcome applications from all sections of the community.

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