The job purpose is to provide a comprehensive administrative and organizational support to BOD, managing their day-to-day activities and responsibilities, and ensuring the smooth and efficient operations of the executive office. This role serves as a trusted liaison between the Executives and internal and external stakeholders, managing communications, information flow, schedules, and projects with professionalism and maintaining a highest level of discretion and confidentiality.
Calendar Management:
- Manage and maintain the executive's calendar, including scheduling appointments, meetings, and conferences.
- Coordinate travel arrangements, accommodation, and transportation for business trips and personal travel.
- Coordinate and prioritize conflicting commitments, ensuring the executive's time is optimized.
Communication Management:
- Serve as the primary point of contact for the Executive.
- Answer and screen phone calls, emails, and other forms of communication, filtering them appropriately and managing the flow of information to the Executive.
- Draft and respond to emails and correspondence on behalf of the Executive, maintaining a professional and consistent tone.
- Handle inquiries and requests from internal and external stakeholders, providing timely and accurate responses.
Administrative Support:
- Provide comprehensive administrative support, including organizing files, maintaining records, and managing documentation.
- Prepare agendas, minutes, and materials for meetings, ensuring timely distribution and follow-up on action items.
- Prepare expense reports, invoices, and other financial paperwork.
- Assist with personal tasks and errands, as needed.
- Perform such duties as may be assigned from time to time by the Management.
Office Management:
- Manage the Executive's office space, including maintaining supplies, equipment, and facilities.
- Liaise with building management, vendors, and service providers for office maintenance and repairs.
- Ensure the office environment is clean, organized, and conducive to productivity.
Calendar Management Accuracy:
- Effectively managing the executive's calendar by tracking the accuracy of scheduling, minimizing conflicts, and ensuring that meetings and appointments are properly prioritized.
Communication Management:
- Response time to emails and phone calls, accuracy of information provided, professionalism in communication, percentage of messages delivered to the right recipient.
- Clear and professional verbal and written communication with internal and external stakeholders.
- Ability to relay messages accurately and promptly between the executive and others.
Organizational Skills:
- Efficiently maintenance of organized filing systems and document management.
- Efficiency in arranging and coordinating meetings, events, and logistics.
- Proactiveness in identification of areas where support is needed and taking initiative to provide assistance without being asked.
Office Management:
- Efficiency of office operations, and maintenance of a professional work environment.
Attention to Detail:
- Accuracy in preparing reports, presentations, and correspondence.
- Thoroughness in proofreading and editing documents.
- Consistency in maintaining accurate records and documentation.
Job Type: Full-time
Pay: AED7,000.00 per month
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