Executive Assistant

Position Overview

To assist the Leadership Team member and the team with day-to-day office work by assuming responsibility for the key administrative tasks (outlined below) and by using personal initiative to ensure the smooth operation of the team. Offering support for adhoc projects and presentation preparations.

To operate as a key team member who, through initiative and developing an understanding of the business and its issues, is able to follow up on action points and information flow.

What You Can Do For Us

• Proactive and autonomous diary management for the Leader Team Member
• Provide assistance for the LT member and other members of the team as well as external stakeholders.
• Co-ordination of meetings by scheduling attendees, conference rooms, meals, materials, accommodation, prepare presentations, etc
• Organise international and domestic travel, hotel bookings and itineraries for the team
• Co-ordination and planning of the logistics for special events (team days, annual conferences etc)
• Communicate effectively with senior executives and teams across various levels of management locally and internationally through telephone/videoconferencing or at the office.
• Compose, produce, edit and proof-reads and distributes correspondence, presentations and reports.
• Manage the administration of budgets
• Work with the team to report on budgets.
• Coordinate adhoc projects for the Leadership Team member.
• Screen, handle or redirect all incoming telephone calls.
• Handle and priorities internal and external information and process expenses for the team.
• Assist with the onboarding of new associates by ensuring that all the necessary tools and resources are available for the associate on the first day (PC, Phone, Software, Desk etc.)
• Ensure that when an associate leave the organisation that all the necessary offboarding requests have been generated and the separation checklist has been handed to HR
• Help to orientate the new associate
• Assist with creating PO’s and then following up to ensure PO’s have been paid.
  
  

Related Job Requirements/Qualifications

• 5+ years’ experience in a similar role
• Secretarial or Business College Diploma
• Advanced knowledge of MS Word, PowerPoint and Excel
• Demonstrated ability to provide proactive quality administrative assistance.
• Willing to travel.
  
  

LEADERSHIP BEHAVIORS

• Demonstrate constructive discontent;
• Question when things can be done better and identify improvement areas
• Take appropriate risks and learn from mistakes
• Rapidly implement and commercialize approved ideas
• Propose opportunities for improvement
• Influence stakeholders to drive execution
• Apply best practices and learning from other parts of the System
• Express passion for the System, our brands, business and people; role model and help others become brand ambassadors
• Persist in achieving goals in spite of barriers or obstacles
• Encourage and support people to meet and exceed their objectives, to bring passion to their work
• Model behaviors that promote openness, credibility and trust
• facilitate agreement with others through listening and understanding their perspectives
• Maintain productive and credible long-term relationships with internal and external stakeholders
• Understand customers’ goals and priorities as a means to ensure customer satisfaction
• Align team members’ activities to business goals
• Practice inclusiveness by listening to and leveraging diverse perspectives in the team
• Work with team members to identify areas for development
• Provide feedback and model behaviors to help others grow
• Identify and act upon opportunities to promote, recruit and retain talent
• Ask for and act on feedback from others
• Demonstrate an openness to learn from others and actively share knowledge and experience
• Set an example of personal health and wellbeing, and encourage others to adopt similar practices
• Focus self and the team on activities that deliver maximum value
• Make plans to execute those activities
• Set and accomplish ambitious objectives
• Hold team accountable for contributing to successful outcomes
• Reinforce actions that support our sustainability plans and initiatives
• Ensure self and team focus on cost management and productivity
  
  

Education Requirements

• Fluent in English, and Arabic, French speaking is an advantage
  
  

Skills

organization; Influencing; Leadership