Executive Assistant 6-month contract
2 weeks ago
Our client a large investment firm is currently looking for an Executive Assistant who will highlevel of business and administrative support to the investment department.
Your duties will include but 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 daytoday 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 workrelated information in the strictest confidence. This includes but is not limited to; communications either direct or indirect; 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 honouring schedules coordinating resources and meeting in an effective and timely manner and demonstrate respect for others
Ensures alignment with organization policy and defined regulations through the effective management in scheduling offsite travel (hotel flight rental car meeting agenda presentation location needs) for designated executive personnel
Manage a variety of important 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 ensures 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 special 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 biweekly Business and operational meetings and financial and budgeting reviews (if applicable)
Organize and maintains contracts records and other essential documents; archive out of date information according to records management compliance and best practices
Manage and supervise designated personnel the planning coordinating and directing of 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 in Arabic and other languages would be a plus
Must be a Bachelor degree holder
Must have good knowledge in using Microsoft application
Must have experienced working in a multicultural environment
At least 5 years of Executive Assistant / Personal Assistant experience in a highly professional business environment (experience in financial services professional services legal or banking industries preferred)
Exceptional written and verbal communication skills in English and Arabic Desire to deliver superior customer service
Ability to multitask with high degree of accuracy
Demonstrated 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
Disclaimer: Black Pearl will never ask for money or any form of charge our candidates just to process or consider their application for any of our available vacancies. If you happen to receive such a request from any members of our staff or other individuals claiming to be part of Black Pearl please do call our office ator drop us a message on our website .
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