Team Executive Assistant for An International Firm
6 months ago
Executive Team Assistant for an International Professional Services Firm
**Responsibilities**:
Managing and maintaining busy outlook calendars highlighting potential conflicts, inputting travel data, conference calls, meetings etc.
Developing working relationships with external clients and their assistants to facilitate the information flow and scheduling process
Maintaining and developing working relationships with various support staff members to maintain information flow and scheduling process
Organizing and scheduling client and internal meetings and events; prepare logistics/equipment arrangements
Providing vacation cover to other Executive Assistants
Coordinating meetings, arranging conference calls, reserving conference rooms, organizing catering
Where appropriate preparing and circulating meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items
Providing administrative support to PA events: prepare invitation mailings, manage responses, arrange catering, venues and on the ground support
Organizing and maintaining online systems for PA
Managing client contacts for MSFT Dynamics
Organizing and maintaining electronic filing system
Preparing weekly timesheets and expense reports
Maintain highest level of internal and external confidentiality
QUALIFICATIONS:
Must have supported 2+ C level Execs with complex diary management, meeting arrangements
Complex travel arrangements, multi-city trips with changes
Strong service orientation
Maturity and flexibility to work both independently and in cooperation with others
High level of self-motivation and initiative
Willingness to exercise good judgment and make decisions based on logic and common sense
Excellent organizational skills:
Ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner
Superior attention to detail and accuracy
Follow through/ownership of tasks to completion
Willingness to consistently check and double-check all aspects of MDP/P schedule (including travel, client meeting preparations and materials)
Ability to multi-task and complete a variety of projects in a fast-paced environment
Ability and willingness to work overtime on projects and tasks as required
Knowledge and experience of the Middle East and local practices
Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook
Organizational skills: ability to handle competing priorities and to work effectively in a
challenging, fast-paced environment
Service oriented, flexible, attentive to detail team player
Required a minimum of 4-5 years’ experience in a fast-paced environment
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