Executive Assistant
Dubai, United Arab Emirates
Job Description
The role will be reporting directly to the Director General (DG) and the Operations Director (OD) providing executive, administrative, and development support to the DG and Board of Directors, the Management Team (MT) of Emirates Nature-WWF (EN-WWF), as well as the Office and Team of organization. The Individual serves as the primary point of contact for internal and external constituencies on all matters pertaining to the DG. The Individual serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
In addition, the Individual supports the Operations Department with Administrative and HR support.
Key Responsibilities
Director General
- Manage DG?s email inbox and respond to emails where appropriate
- Organizing and maintaining DG calendar and diary and book appointments as and where needed
- Representing the DG, the Directors, and the organization in a professional manner at all times.
- Administrative support and taking meeting minutes for the EN - WWF Management Team, follow up on meeting?s action points, update agendas, update action points, follow up with members on progress of their action points, ensure meetings run smoothly
- Same applies for stakeholder meetings
- Greet DG?s visitors
- Responsible of organization of internal and external meetings on behalf of DG ensuring all necessary requirements are in place, such as, but not limited to documents, briefing papers, reports, and presentations
- Secretarial support for meetings when required by the DG, send meeting reminders, confirming venues, etc?
- Keep the DG informed about incoming emails, faxes and post
- Manage DG?s stakeholder, by drafting correspondence on behalf of DG and follow up with stakeholders
- Basic company research or small-scale project work for DG and MT where needed
- Maintain an up-to-date office system, including data management, filing, Salesforce, and WWF remote website database
- Plan and organize DG?s travel arrangements including flights, visa requirements (if needed), hotel bookings, meeting schedule while travelling and submitting expense claims of the above
- Accompany the DG during UAE based meetings and prepare presentations, documents, and/or briefs, to schedule and/or organize transportation and provide general assistance during meetings and/or presentations
- Liaise with Stakeholders, Board of Directors, person(s) of stature in the UAE and internationally, as well as the staff in order to support the DG
- Support other management team members as and when required or requested by DG
- Priorities determined by the Executive Assistant and communicated in a clear and respectful manner to members of team
- Facilitate the annual General Assemblies, Extraordinary General Assemblies and/or Board Meetings in and out of the entity
- Ensure all information are available, reports are being submitted, draft presentation, share it with all attendants
- Assist the Marketing team with the Annual Report and send it to stakeholders
- Organizing gifts for Board Members and/or Stakeholders during Ramadan or any other occasion that might arise
- Be the account Manager for MOCD ? obtaining permits, follow up on action points or/and permits, responding to MOCD?s requests, action points and logistics from Board Meeting for the General Assembly
- Support the OD and the Operations team with Operations, HR, and Finance related tasks
- Manage the operations of the entity?s physical office and serve as the point person for office management duties including:
- Maintenance
- Mailing
- Supplies
- Equipment
- Bills
- Errands
- Shopping
- Schedule meetings and appointments
- Organize the office layout and order stationery and equipment
- Maintain the office condition and arrange necessary repairs
- Partner with HR to update and maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Ensure that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
- Manage office G&A budget, ensure accurate and timely reporting
- Provide general support to visitor
- Assist in the onboarding process for new hire(s)
- Address employees? queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services
- Plan in-house or off-site activities, like parties, celebrations and conferences
- Translate pieces into Arabic for Board or other stakeholders
- Event Management:
- Provide operational support with the planning and execution of major stakeholder events
- Support the management and planning of events
- Provide operational support to WWF personnel, including high-level officials and visiting missions (ie protocol and liaison functions, procurement, and security coordination)
- Other related operations tasks as required
Upon the DG?s or OD?s directive, additional tasks and responsibilities may be assigned, and job description may be amended throughout the individual?s tenure in their position in this organization.Required and Preferred QualificationsExperience- 5 + years of experience as secretary/ office administrator with minimum 3 years as a PA for Senior level executive
- Excellent command of verbal and written English. Arabic is an advantage.
- Experienced with MS Office programs
- Coordination of meetings and minute taking
Bachelor?s Degree in Business Administration or any other related field.CompetenciesEWS-WWF Focus: Acts as a member of EN-WWF, placing higher priority on EN-WWF goals than own goals and anticipating the effects of own area?s actions on others to ensure holistic EN-WWF outcomes. External Orientation: Looks outwards ensuring EN-WWF stays relevant, continues to anticipate and adapt to external environmental and global trends. Delivering Quality Outcomes: Establishes stretch goals, plans, using best judgment and takes responsibility for planning to and delivering on outcomes. Building Working Relationships: Builds collaborative relationships through the understanding and development of other?s and own ideas. Communicating Effectively: Uses appropriate means of communication to convey messages, seeks input from others and ensures understanding. Leading Change: Encourages and seeks out innovative solutions and brings people on a journey constructively and empathetically. Managing Resources: Makes the right judgments based on financial and resource availability. Establishing Strategic Direction: Generates options to achieve long-range goals, selects the best strategies for success and delivers on strategic goals.Building Organizational Capability: Diagnoses individual and team capability and development needs and champions talent management.Skills Required- Excellent interpersonal relationship and organizational skills
- Excellent communication skills
- Ability multitasks with several tasks at the same time and handle stressful situations
- Discretion with confidential information
- Ability to prepare expert power point presentations according to brand guidelines
- Always appear representable and professional
- Demonstrable ability to work effectively in multi-disciplinary and multicultural teams.
- Self-starter and able to prioritize activities accordingly
- Attention to detail
Working RelationshipsInternal - Works with the DG the EN - WWF team and WWF offices globallyExternal - Builds relationships with external stakeholders, regulators, authorities, governing entities amongst many others and help coordinate on behalf of the DGValueBehaviorsInnovation- Impact Driven
- Balance between proactivity and reactivity
- Plan but not over plan
- Implement innovatively with a future driven mindset
- Being courageous
- Embedding MTP with impact at scale
Experiment & Solution Driven- Embrace decision making process based on adaptive Management
- Ensure all changes in decision do not move away from original goal and MTP
Adaptability- Entrepreneurial
- Keeping to the ambition/vision/goal/ and MTP
- Ensure we are meeting the plan to achieve goals whilst adapting tactical plans along the way
Together We?re Stronger- Working together as matrix organization to implement strongly
Integrity & Trust- Be confident
- Believe in success
- Retain high level of ethics
Additional InformationEmirates Nature-WWF is an equal opportunity employer. We welcome diversity in the workplace and offer a flexible and diverse place of employment.Emirates Nature-WWF staff participate wholeheartedly in general activities and events that require the full support and participation of all staff members, whether the focus of any particular event or activity has any bearing on the job description and assigned project objectives and activities.How to applyPlease send your application consisting of a cover letter explaining why you are the right candidate to work with EN-WWF and your CV with the subject ?Application for Executive Assistant? to the attention of Ms Magdalena Tayoun on careers@enwwf.ae before 23rd June 2023.Emirates Nature reserves the right to appoint a candidate prior this date.
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Job Detail
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Job IdJD1548206
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationDubai, United Arab Emirates
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EducationNot mentioned