Description:
The ideal candidate will provide administrative assistance to Board of Management. He should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.
Responsibilities:
Assist the Board of Management in daily administrative responsibilities and complete a broad variety of administrative tasks that include:
- Manage an active calendar of appointments; compose and prepare confidential correspondence
- Communicate and handle incoming and outgoing electronic communications
- Make travel arrangements and ensure seamless logistics are in place (car, hotel, flights, etc.)
- Prepare minutes of the meeting and draft presentations
- Plan, coordinate, and ensure the Board of Management's schedule is followed and respected. Provide "gatekeeper" and "gateway" role
- Communicate with internal stakeholders and external stakeholders on behalf of the Board of Management and coordinate and support logistics.
- Responsible for file management both physically and electronically which will include: organizing documents in files/folders as required; retrieval, sequencing, etc.
- Manage physical correspondence, timely segregation, and escalation as required.
- Manage electronic emails- proactively coordinate with the Board Member for closure.
- Responsible for drafting, editing, taking notes, and typing special correspondences/communicating as and when required.
- Office Management and purchase etc.
- Perform other duties as and when assigned.
Job Knowledge & Requisite Skills:
- Proven ability to handle confidential matters with the utmost discretion and sensitivity, including, but not limited to: meetings, documents, agendas, schedules, travel, and other matters with employees/know-how, etc.
- Knowledge of complex calendar management
- Knowledge of office processes and business policy development
- Excellent communication skills (both verbal and written)
- Advanced knowledge of IT skills: MS Excel, PowerPoint
- Strong decision-making ability and attention to detail
- Strong administrative, organization, and clerical skills
- Ability to work across teams and with a variety of projects and constituencies.
Qualifications & Experience:
- Bachelor’s Degree in any discipline from a recognized University/Institute
- Master’s Degree in Management/Finance will be an added advantage
- Must have 3-5 years of experience in a similar role and/or with proven office administration
- Own conveyance with a valid driving license (UAE) would be an added advantage.