Team Assistant

Number of Positions:
‎1
Contract Type:
Permanent/Full Time
Salary:
Location:
Abu Dhabi
Closing Date:
‎12/‎06/‎2023
Seniority level:
Not Applicable
Company Industry:
Government Relations
Job Function:
Administrative

Focus of the Role

Focus of the Role
TBI is recruiting a Team Assistant to join our busy Executive support
function. In this post, you will report into one of our Executive Assistants,
assisting them in supporting three Senior Directors and providing general
administrative support to the wider team. This would be a great opportunity
for an existing Administrator or PA who is looking to take the next step up in
their career and gain valuable experience. Please note, this is an office-
based role from our Middle East headquarters in Abu Dhabi open to those
already based in the UAE.

Key Responsibilities

Key Responsibilities
* Diary Management - co-ordinate internal and external appointments and book in conference/video calls across multiple time zones. You will be required to manage three busy diaries, keeping confidence and discretion at all times
* Meetings and Events - arrange internal and external meetings and events under direction, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
* Travel support - Assisting with organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
* Email management - monitoring mailboxes, drafting responses, highlighting urgent items for action, filing inbox
* Correspondence management - file and escalate incoming correspondence and prepare letters/emails
* Expense Management - completing monthly claims

General Support:
* Filing - creating, maintaining and retrieving paper/electronic materials for review (for example - ahead of meetings or in support of projects)
* Maintaining contact database - scanning/typing business cards, filing cards and keeping contacts up to date
* Gifts and Entertainment - record gifts/entertainment received on the company register
* General admin support - assistance to the wider team as required, plus support to the Executive Assistants including ad hoc tasks

Person Specification

Person Specification
The successful candidate for the role should be able to display the majority
of the following:
* Previous PA or administrative experience
* Excellent communication, time management and organisational skills
* Proficient IT skills including Microsoft Word, Excel, PowerPoint and Outlook
* High levels of discretion, interpersonal skills, good judgement and tact
* An ability to operate in a fast moving and pressured environment
* Understanding and knowledge of current affairs and politics highly advantageous
* Proactive team player with positive attitude
* Support for the aims of the organisation
* Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute
* English to business level required
* Arabic to good level preferred but not essential
* Existing UAE resident (sponsorship/right to work preferred but not required)

About The Institute

The Tony Blair Institute (TBI) is a mission-driven not for profit
organisation. We exist to equip political leaders and governments to build
open, inclusive and prosperous societies. We work hard, every day, to make a
difference. When governments work well they are able to create economic and
social change in a way that promotes fairness, social justice and opportunity.
We work relentlessly to support leader and governments with the challenges
they face. Giving them practical solutions and actionable insights, that once
implemented, can be transformative for their people.