Executive Assistant

3 weeks ago

Sharjah, United Arab Emirates Swiss Arabian Perfumes Group Full time

**Function**:
The Assistant to CEO will be required to handle administrative tasks that have been assigned by the CEO / the management.

**Detailed Duties & Responsibilities**:

- Organization / Co-ordination: Prioritize and manage the executive’s functions and daily activities, managing their schedule, dealing with calendar issues.
- Practical Arrangements: travel reservations, handling expenses, making appointments, arranging meetings.
- Secretarial Functions: receiving, composing and editing letters, memoranda and general correspondence, taking and distributing minutes of meetings, managing records, maintaining contacts / rolodex.
- Preparing Documents: material for board meetings, presentations, charts, departmental reports.
- Right-Hand Person: anticipating needs, dealing with the unexpected, acting as liaison between Executive and staff, handling confidential matters.

**Key Responsibilities of Executive Assistant**:

- Manage the scheduling and arrangements of meetings, calendar & prepare agendas for the meetings.
- Assist the CEO in staying on track with daily schedule.
- Acting as a focal point for the day-to-day activities.
- Monitor & screen incoming communications and responding as appropriate.
- Providing smooth communication between CEO’s office & internal departments.
- Document meeting minutes and distribute across s relevant parties.
- Prepare weekly & monthly sales / business reports for CEO.
- Coordinating visa requirements for various countries for CEO.
- Prepare detailed travel arrangements & requirements, itineraries.
- Provide assistance to the management team during the absences of CEO to ensure the maintenance of high level of service.
- Compiling data (including confidential) for reports and filing & maintain an up
- to
- date accurate record of documentation and electronic correspondence on behalf of CEO.
- Managing and overs See all expenses and invoices are processed such as travel l &medical health reimbursements.
- Prepare board meeting presentations, business review & marketing presentations.
- Handling customers, management and staff visits to factories.
- Provide ad-hoc support as requested by superior and department staff.
- Responsible for organizing event and seminars local & international; assist with travel Arrangements of relevant staff including obtaining tickets, visas, and accommodation for events & factory visits.
- Responsible for customer/staff training scheduled (Internal/External).
- Ensure superior is fully briefed on and prepared for any upcoming engagements or meetings, conducting appropriate research on behalf of CEO, as required.
- Track jobs commercial history through registering & updating database records for each job.
- Prepare job quotations in coordination with relevant Sales manager.
- Follow up and monitoring of internal order processing and delivery performance.

**Mandatory and Preferred Qualifications Required**:
**Mandatory**: Should be a graduate.

**Preferred**:Business Administration - or Technology

**Key Knowledge & Skills required**:

- Operation of PC software programs; proper reception and telephone etiquette
- Professional demeanor and appearance, strong presence
- Excellent work ethic, sense of responsibility
- Independence, resourcefulness, attentive to detail
- Sound judgment and able to anticipate needs and problems
- Ability to prioritize tasks and assess urgency of situations requiring executive attention
- Able to multi-task, juggle responsibilities and deal with conflicting demands
- Able to work under pressure, meet deadlines and turn round projects promptly
- High level writing, editing and communication skills
- Tact, discretion and sensitivity when dealing with confidential matter

**Experience required**:

- Minimum 3-4 years of secretarial or administrative experience._

**Working Relationship**:
The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Works closely with staffs, department heads, supervisor(s) and the management to ensure smooth working.

**Experience**:

- Secretarial or administrative: 3 years (preferred)

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