Executive Assistant

2 weeks ago


Dubai, Dubai, United Arab Emirates Mindshare Full time

EA to Mindshare MENA CEO, COE Team, MD UAE

-

based in Dubai

Organisation Profile:

  • We are Mindshare. A global digital first platform company that accelerates Good Growth for its clients in the age of a new marketing economy. Good Growth is business growth that is enduring and sustainable whilst also helping to shape society and the world for the better. We accelerate growth for our clients by connecting digital, media, creative and tech, prioritizing customer relationships, customer voices, realtime activation that is underpinned through data to demand a response.
  • Our network is always on, always live. Our people are acutely aware of what's happening in their city, their country, their specialist area of expertise. We understand brands, markets, and media. Most of all, we understand other people. The people we live with. The people we work with. The people we are.
  • We were the first purpose built company created by WPP and today our 10,000 people operate in 116 offices in 86 countries.

Reporting

line:

The Executive Assistant to the CEO Mindshare MENA

This role will also be EA support to:

  • Growth Officer
  • MENA


Managing PartnerMENA

Managing Director
  • UAE

Organisational Relationships:

  • Peer Agency EA's across Mindshare MENA and EMEA, Mindshare MENA teams all 11 markets.

Role Responsibilities:

  • Managing extremely active calendars with creative logic, and organize meetings, appointments, room booking, conference call and taking minutes when necessary
  • Provides timely financial and administrative support by monitoring, scanning and reconciling the teams' expenditures and expense reports
  • Administrative support including the completion of invoicing and time sheets. Ensure all processed promptly
  • Creating and maintaining strong working relationships with internal staff, external clients and their Assistants
  • Assisting with PowerPoint presentations
  • Assisting with new business preparation as and when required and managing the physical pitch submissions
  • Organising conferences and events as required
  • Providing personal support as needed
  • Plan and organize the monthly purple hour, lead on the agenda and collate the presentation decks
  • Plan and organize monthly knowledge sessions, align agenda with regional Business Unit Leads and CLD's, collate all presentation decks into 1 presentation and share with Growth COE ahead of session
  • Manage follow ups as part of the CPS that is built by the Growth COE for all pitches
  • Ensure security, integrity, and confidentiality of data
  • Collect data and manage leave balances and performance reviews
  • Cascade MENA wide communications to team members and manage follow up process to ensure tasks are completed

Plan appointments, events and conferences

  • Sourcing venues, obtain budget approval, travel logistics and payments liaison with finance.
  • Ensures meeting rooms are booked and equipped accordingly with meeting materials, technology, food (as required), etc.
  • Assists in coordinating the agenda of senior management team meetings, plan and organize the monthly MENA EXCO
  • Collect all presentation decks / information and collate in one presentation and share with CEO and COE
  • Remind the management team of important tasks and deadlines and follows up on assigned action items.

Organize office operations and procedures

  • Review and approve office supply acquisitions

About You:

  • Strong organisational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with both internal colleagues and external clients at all levels
  • Excellent written and verbal communication skills
  • Demonstrate a proactive approach to problemsolving with strong decisionmaking capability
  • High emotional intelligence
  • Proactive cando attitude
  • Highly resourceful teamplayer, with the ability to also work well autonomously
  • Proven ability to handle confidential information with discretion, trust and professionalism
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
  • Manage projects to successful completion within specified deadlines


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