Our client is now recruiting for an Executive Assistant
This is a contract role under ManpowerGroup. 6 months renewable contract
JOB PURPOSE:
As an extension of the Function Heads for the Central Europe, Middle East and Africa (CEMEA) region, primary role is to support the Function Heads (FH) in all of their responsibilities and delivery on business goals. In addition, you will be required to provide selective support to their Sub Function Heads and their teams across the region.
PRINCIPAL ACCOUNTABILITIES:
Administration
Ensure a good flow of communication and excellent secretarial support is provided for the FHs
Work closely with, keep and update list of common stakeholders for close communication: all GCMs and their Executive Assistants, Function Heads, etc across the broad region.
Provide assistance to the FHs with private, confidential, and personal arrangements
Organise agendas, briefing papers and any preparatory paper work
Sort, prioritise and where possible delegate and distribute incoming mail.
Handle expense claims
Prepare correspondence, documents and presentation materials - adjusting grammar and spelling as appropriate. Drafting of correspondence where possible and ensuring response is sent in a timely manner
Organisation of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met. Forward planning of itineraries and travel schedules to make certain timings and trips are feasible
Ensure the smooth running of the FHs office in their absence. Keep in close communication with the FHs when they are travelling and despatch off any urgent mail that needs attention.
Ensure all administrative tasks meet all compliance standards.
Provide documents and files for meetings.
Coordinate regular meetings with direct reports, monthly management meetings and Quarterly Client Reviews
Screen incoming calls, fielding calls if appropriate and assisting where possible.
Liaison with Executive Leadership and International staff on a daily basis and extensive liaison with other departments within the company
Travel & Immigration
Book and co-ordinate travel arrangements within tight deadlines
Compile itineraries and liaise with regional offices to ensure business trips run smoothly.
Reserving flights and hotels all per the Client's T&E policy and other compliance policies
Organising entry visas for travel and UAE immigration for FH and family & dependants (when necessary) Corporate Hospitality
Organising flights, accommodation, sending out invitations, assisting with visas
Organise agendas, bookings for business dinners, entertainment for corporate events, assist with menus, RSVPs and other correspondence
Ensuring appropriate approvals are in place for events, register event online, create SIRAs, set up vendors and POs complete due diligence in time for the event.
Organize and execute events related to corporate hospitality in the relevant markets.
Manage, forecast and update event planner reports.
Budgeting, costing and coordination with external event management companies.
Teamwork
The flexibility to liaise with various functions both within the company and externally to deliver ad hoc projects
Assisting the department with ad hoc admin i.e. Updating contact list, corporate events
Co-ordinate with other departments in order to successfully implement the country plans.
Work closely with all business functions internally and co-ordinate appropriate meetings with members and information management
Coordinate, track and report allocated cost centre budgets
Co-ordinate the preparation of presentations and relevant materials
Co-ordinate efficient travel arrangements for the team
Prepare weekly and month reports when requested by the team
Ad hoc project/research
Complete ad hoc project/research and presentation work and other relevant initiatives as requested by the management
Prepare and follow up on internal similar programs
Job Details
| Posted Date: | 2019-04-02 |
| Job Location: | Dubai, United Arab Emirates |
| Job Role: | Secretarial |
| Company Industry: | Employment Placement Agencies/Recruiting |
Preferred Candidate
| Career Level: | Mid Career |
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