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Executive Assistant to the Director General

1 week ago

Dubai, Dubai, United Arab Emirates Biosaline Full time
Executive Assistant to the Director General

The International Center for Biosaline Agriculture (ICBA) is an international, non-profit agricultural research center established in 1999 through the visionary leadership of the Islamic Development Bank (IsDB), the Organization of the Petroleum Exporting Countries (OPEC) Fund, the Arab Fund for Economic and Social Development (AFESD), and the Government of the United Arab Emirates (UAE). ICBA focuses on marginal areas where an estimated 1.7 billion people live, identifying, testing, and introducing resource-efficient, climate-smart crops and technologies. Through its work, ICBA helps to improve food security and livelihoods for some of the poorest rural communities around the world. ICBA is an equal opportunity employer.

Job Summary

The Executive Assistant provides support to the Director General (DG) to ensure a smooth, efficient, and effectively run office. This role requires excellent multicultural communication and interpersonal skills, as well as the ability to handle sensitive information with discretion. The Executive Assistant must work independently on reports and maintain a realistic balance among multiple priorities.

Job Responsibilities

Executive Support

1. Acts as the first contact point for all matters concerning the DG office and responds to inquiries as appropriate.
2. Provides secretarial and administrative support, coordination, and oversight to the Director General's Office, including drafting/editing correspondence, letters, reports, agendas, and meeting notes.
3. Manages the DG's daily schedule and office task list.
4. Arranges meetings, ensuring agenda and documentation are available and distributed timely.
5. Ensures discretion, judgment, and diplomacy in providing executive support; manages workflow efficiently.
6. Arranges complex travel plans, itineraries, and agendas; compiles documents for travel-related meetings.
7. Provides administrative support to the Directors' Leadership Team and ensures timely follow-up of action points.
8. Makes logistical arrangements for meetings convened by the DG.
9. Drafts letters and memoranda for final approval and signature by the DG.
10. Communicates on behalf of the DG with Board members, donors, and others regarding DG's programmatic initiatives.
11. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the DG.
12. Liaises between the DG office in HQ and the CAC office.
13. Works collaboratively and maintains positive relationships with all staff and contacts.
14. Manages a variety of special projects for the DG.
15. Prioritizes conflicting needs and follows through on projects to successful completion.

Board Support and Liaison

1. Serves as the DG's administrative liaison to ICBA's board of directors.
2. Assists board members with travel arrangements and maintains confidentiality.
3. Acts as the secretary of the management committee team, scheduling meetings and preparing minutes.
4. Coordinates the agenda and follows up on action points.

Qualifications and Experience

1. Undergraduate degree with at least seven years of relevant administrative experience, including five years in Executive Assistant positions.
2. High proficiency in Microsoft Office, Adobe Acrobat, and social media platforms.
3. Excellent communication skills in English and Arabic.
4. Strong organizational skills with attention to detail.
5. Excellent interpersonal skills and ability to work in a team-oriented environment.
6. Proactive problem-solving skills with emotional maturity.
7. Ability to function under time pressure and handle multiple tasks.
8. Resourceful team player, effective independently.
9. Proven ability to handle confidential information with discretion.
10. Demonstrated ability to meet deadlines in a fast-paced environment.
11. Flexibility to work long hours and on weekends when necessary.

Post Date: 12 November 2024

Status: Open

Vacancy Type: Full-time

Closing Date: 21 November 2024

Location: Dubai, UAE

Report To: Director General

Job Number: ICBA-DGO

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