Executive Assistant Team Support

2 weeks ago

Abu Dhabi, Abu Dhabi, United Arab Emirates Black Pearl Consult Full time

The job posting is outdated and position may be filled

Our client, a well-known investment firm, is looking for anExecutive Assistant Team Support. Based in Abu Dhabi, the job holder will be responsible for providing a high level of Business and administrative support to the investment department.

Your duties will include but are not limited to the following:

Prepare reports on defined executive operational metrics

Develop documents and communication for various requests, reports, and letters

Manage all the personal and Business day-to-day activities and issues of the manager

Collaborate with other team members in the planning and development of internal and external projects

On behalf of the manager, prepare correspondence and other material requiring considerable judgment and knowledge of operations; Screen, trace, file, retrieve, and coordinate all incoming and outgoing correspondence and necessary paperwork directly related to the overall management of the organization

Hold all work-related information in the strictest confidence. This includes, but is not limited to, direct or indirect communications, strategic information, and employee-specific personnel action and information.

Represent team in liaising with other department teams to coordinate some projects

Meet professional obligations through efficient work habits such as meeting deadlines, honoring schedules, coordinating resources and meeting in an effective and timely manner, and demonstrating respect for others

Ensures alignment with organization policy and defined regulations through effective management in scheduling offsite travel (hotel, flight, rental car, meeting agenda, presentation location needs) for designated executive personnel

Manage a variety of essential functions requiring independent judgment and using tact and diplomacy in dealing with officials and the public

Participate in Team meetings through the preparation of agendas, packets, documents, and general record keeping

Manage and maintain the schedule of the team, obtaining and providing needed information for scheduled appointments

Demonstrate efficiency in scheduling, creating complex documents, and exercising discretion and independent judgment in matters of importance and ensure the general operations of the department are functioning to maximum capacity

Provide support and a wide range of complex, confidential, and administrative duties to the manager

Provide supervision and general project management for unique requests by the team and ensure appropriate follow-through actions

Perform personnel-oriented tasks, including participating in the hiring process, supervising the training of new employees, ongoing training of other employees, resolving employee problems, and following defined policy/procedure around general supervision (if applicable)

Supervise designated office administrative staff by developing operating procedures and systems to ensure effective and efficient department office operations (if applicable)

Responsible for conducting the meetings, bi-weekly Business, and operational meetings, and financial and budgeting reviews (if applicable)

Organize and maintains contracts, records, and other essential documents; out-of-date archive information according to records management compliance and best practices

Manage and supervise designated personnel, the planning, coordinating, and directing activities associated with the overall operation of the department in general.

Develop presentations, to include general preparation, identifying resources, collateral and presentation materials, equipment needs, producing scripts and PowerPoint presentations

Requirements

To be considered for this role, you need to meet the following criteria:

Must be fluent in English; knowledge of Arabic and other languages would be a plus

Must be a Bachelors degree holder

Must have good knowledge of using Microsoft application

Must have experience working in a multicultural environment

At least five years of Executive Assistant / Personal Assistant experience in a highly professional business environment (experience in financial services, professional services, legal, or banking industries preferred)

With exceptional written and verbal communication skills in English and Arabic, Desire to deliver superior customer service

Ability to multi-task with a high degree of accuracy

Demonstrated a high level of professionalism and confidentiality

Excellent phone manners and interpersonal communication skills

Ability to learn and accept standard operating procedures and compliance regulations Exceptional skills with Microsoft Office: Word, Excel, PowerPoint

Proactive and organized

To be considered for this role, you need to meet the following criteria: Must be fluent in English; knowledge of Arabic and other languages would be a plus Must be a Bachelor's degree holder Must have good knowledge of using Microsoft application Must have experience working in a multicultural environment At least five years of Executive Assistant / Personal Assistant experience in a highly professional business environment (experience in financial services, professional services, legal, or banking industries preferred) With exceptional written and verbal communication skills in English and Arabic, Desire to deliver superior customer service Ability to multi-task with a high degree of accuracy Demonstrated a high level of professionalism and confidentiality Excellent phone manners and interpersonal communication skills Ability to learn and accept standard operating procedures and compliance regulations Exceptional skills with Microsoft Office: Word, Excel, PowerPoint Proactive and organized

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