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ID433160
ReferenceMK433160
TitleExecutive Assistant
Job TypeContract
Location
Description


Our client is now recruiting for an Executive Assistant

This is a contract role under ManpowerGroup. 6 months renewable contract

JOB PURPOSE:
As an extension of the Function Heads for the Central Europe, Middle East and Africa (CEMEA) region, primary role is to support the Function Heads (FH) in all of their responsibilities and delivery on business goals. In addition, you will be required to provide selective support to their Sub Function Heads and their teams across the region.

PRINCIPAL ACCOUNTABILITIES:

Administration

  • Ensure a good flow of communication and excellent secretarial support is provided for the FHs

  • Work closely with, keep and update list of common stakeholders for close communication: all GCMs and their Executive Assistants, Function Heads, etc across the broad region.

  • Provide assistance to the FHs with private, confidential, and personal arrangements

  • Organise agendas, briefing papers and any preparatory paper work

  • Sort, prioritise and where possible delegate and distribute incoming mail.

  • Handle expense claims

  • Prepare correspondence, documents and presentation materials - adjusting grammar and spelling as appropriate. Drafting of correspondence where possible and ensuring response is sent in a timely manner

  • Organisation of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met. Forward planning of itineraries and travel schedules to make certain timings and trips are feasible

  • Ensure the smooth running of the FHs office in their absence. Keep in close communication with the FHs when they are travelling and despatch off any urgent mail that needs attention.

  • Ensure all administrative tasks meet all compliance standards.

  • Provide documents and files for meetings.

  • Coordinate regular meetings with direct reports, monthly management meetings and Quarterly Client Reviews

  • Screen incoming calls, fielding calls if appropriate and assisting where possible.

  • Liaison with Executive Leadership and International staff on a daily basis and extensive liaison with other departments within the company

    Travel & Immigration

  • Book and co-ordinate travel arrangements within tight deadlines

  • Compile itineraries and liaise with regional offices to ensure business trips run smoothly.

  • Reserving flights and hotels all per the Client's T&E policy and other compliance policies

  • Organising entry visas for travel and UAE immigration for FH and family & dependants (when necessary) Corporate Hospitality

  • Organising flights, accommodation, sending out invitations, assisting with visas

  • Organise agendas, bookings for business dinners, entertainment for corporate events, assist with menus, RSVPs and other correspondence

  • Ensuring appropriate approvals are in place for events, register event online, create SIRAs, set up vendors and POs complete due diligence in time for the event.

  • Organize and execute events related to corporate hospitality in the relevant markets.

  • Manage, forecast and update event planner reports.

  • Budgeting, costing and coordination with external event management companies.
    Teamwork

  • The flexibility to liaise with various functions both within the company and externally to deliver ad hoc projects

  • Assisting the department with ad hoc admin i.e. Updating contact list, corporate events

  • Co-ordinate with other departments in order to successfully implement the country plans.

  • Work closely with all business functions internally and co-ordinate appropriate meetings with members and information management

  • Coordinate, track and report allocated cost centre budgets

  • Co-ordinate the preparation of presentations and relevant materials

  • Co-ordinate efficient travel arrangements for the team

  • Prepare weekly and month reports when requested by the team

    Ad hoc project/research

  • Complete ad hoc project/research and presentation work and other relevant initiatives as requested by the management

  • Prepare and follow up on internal similar programs

    QUALIFICATIONS AND EXPERIENCE:

  • Minimum of 5 years’ experience in an office support role

  • Strong administration and analytical skills

  • Experience working in a multinational organisation.

  • Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy

  • Ability to recognize potential issues as they arise and escalate appropriately

  • Excellent organisation skills, time management

  • Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholders

  • Customer focused, both internal and external with the ability to build effective working relationships

  • Multicultural sensitivity is essential including the ability to work effectively as part of a team

  • Exceptional communication skills in person, over email, telephone etc.

  • Impeccable English

  • Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusion

  • Must be proactive and solution oriented, looking for ways to add value and assist the team

  • Intuitive and not afraid to challenge

  • Knowledge/experience of the CEMEA region would be an advantage

  • Self-motivated and able to use own initiative

  • Can-do attitude

  • Creative problem solver

Technical

  • System savvy: Oracle etc

  • Superb diary management

  • Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and PowerPoint)


 


Main SkillsThis is a contract role under ManpowerGroup. 6 months renewable contract JOB PURPOSE: As an extension of the Function Heads for the Central Europe, Middle East and Africa (CEMEA) region, primary role is to support the Function Heads (FH) in all of their responsibilities and delivery on business goals. In addition, you will be required to provide selective support to their Sub Function Heads and their teams across the region. PRINCIPAL ACCOUNTABILITIES: Administration  Ensure a good flow of communication and excellent secretarial support is provided for the FHs  Work closely with, keep and update list of common stakeholders for close communication: all GCMs and their Executive Assistants, Function Heads, etc across the broad region.  Provide assistance to the FHs with private, confidential, and personal arrangements  Organise agendas, briefing papers and any preparatory paper work  Sort, prioritise and where possible delegate and distribute incoming mail.  Handle expense claims  Prepare correspondence, documents and presentation materials - adjusting grammar and spelling as appropriate. Drafting of correspondence where possible and ensuring response is sent in a timely manner  Organisation of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met. Forward planning of itineraries and travel schedules to make certain timings and trips are feasible  Ensure the smooth running of the FHs office in their absence. Keep in close communication with the FHs when they are travelling and despatch off any urgent mail that needs attention.  Ensure all administrative tasks meet all compliance standards.  Provide documents and files for meetings.  Coordinate regular meetings with direct reports, monthly management meetings and Quarterly Client Reviews  Screen incoming calls, fielding calls if appropriate and assisting where possible.  Liaison with Executive Leadership and International staff on a daily basis and extensive liaison with other departments within the company Travel & Immigration  Book and co-ordinate travel arrangements within tight deadlines  Compile itineraries and liaise with regional offices to ensure business trips run smoothly.  Reserving flights and hotels all per the Client's T&E policy and other compliance policies  Organising entry visas for travel and UAE immigration for FH and family & dependants (when necessary) . Corporate Hospitality  Organising flights, accommodation, sending out invitations, assisting with visas  Organise agendas, bookings for business dinners, entertainment for corporate events, assist with menus, RSVPs and other correspondence  Ensuring appropriate approvals are in place for events, register event online, create SIRAs, set up vendors and POs complete due diligence in time for the event.  Organize and execute events related to corporate hospitality in the relevant markets.  Manage, forecast and update event planner reports.  Budgeting, costing and coordination with external event management companies. Teamwork  The flexibility to liaise with various functions both within the company and externally to deliver ad hoc projects  Assisting the department with ad hoc admin i.e. Updating contact list, corporate events  Co-ordinate with other departments in order to successfully implement the country plans.  Work closely with all business functions internally and co-ordinate appropriate meetings with members and information management  Coordinate, track and report allocated cost centre budgets  Co-ordinate the preparation of presentations and relevant materials  Co-ordinate efficient travel arrangements for the team  Prepare weekly and month reports when requested by the team Ad hoc project/research  Complete ad hoc project/research and presentation work and other relevant initiatives as requested by the management  Prepare and follow up on internal similar programs QUALIFICATIONS AND EXPERIENCE:  Minimum of 5 years’ experience in an office support role  Strong administration and analytical skills  Experience working in a multinational organisation.  Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy  Ability to recognize potential issues as they arise and escalate appropriately  Excellent organisation skills, time management  Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholders  Customer focused, both internal and external with the ability to build effective working relationships  Multicultural sensitivity is essential including the ability to work effectively as part of a team  Exceptional communication skills in person, over email, telephone etc.  Impeccable English  Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusion  Must be proactive and solution oriented, looking for ways to add value and assist the team  Intuitive and not afraid to challenge  Knowledge/experience of the CEMEA region would be an advantage  Self-motivated and able to use own initiative  Can-do attitude  Creative problem solver Technical  System savvy: Oracle etc  Superb diary management  Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and PowerPoint)
Industry
Functions
Salary FromAED 21,000.00
Salary ToAED 24,000.00
Duration6 months