SECTION I: JOB PURPOSE
This role is responsible for organizing and coordinating the activities of the
General Manager in order to facilitate efficient and smooth functioning on a
day-to-day basis. This will involve providing the administrative and
secretarial support required and serving as the custodian for all
documentation being handled in the Office. The role will also be responsible
to co-ordinate between staff and provide support as directed by the General
Manager within the Office. This role provides assistance to high-level
executives and is often trusted with complex duties and sensitive information.
In addition to general administrative work, Executive Assistants may be in
charge of scheduling meetings, taking minutes during sessions, maintaining
databases and producing reports or presentations for their executive
leadership.
General Job Duties:
* Research in the areas of technology, employees’ experience and any other area that is required by the GM.
* Preparing executive reports to the GM of the department.
* Evaluating different applications and tools as maybe needed.
* Developing interactive, creative and appealing presentations and infographics.
* Handling all administrative matters of the GM including mail, appointments office organization and management etc.
* Supporting the GM in following up on all department KPIs and objectives.
* Any other assignment that maybe required by the GM.
SECTION II: KEY RESPONSIBILITIES
* Developing the Weekly Appointments Chart in order to capture the General Manager’s key commitments and schedule for the upcoming week and circulating this with the ITFC Staff. Updating the Weekly Meetings Chart on a daily basis in order to reflect modifications / cancellations, as needed.
* Coordinating and following up on all matters of importance resulting from and addressed to the General Manager, with relevant parties internally, to solicit the required information in a timely manner.
* Maintaining a database of all relevant stakeholders and their contact details, to coordinate the correspondences and appointments for the director.
* Making arrangements for the director’s work-related travels, overseeing travel bookings and hotel reservations as well as the Per Diem requirements prior to undertaking work related travel.
* Maintaining the director’s Leave Plans by updating the calendar accordingly.
* Assisting the General Manager in settling expense claims at the conclusion of an ITFC mission.
* Managing all correspondences related with the mission in a timely and efficient manner.
* Providing administrative support for visitors of the Office by ensuring that the right stakeholders and administrators are notified in a timely manner.
* Liaising with stakeholders in the IsDB offices in order to coordinate appointments as well as solicit information as and when required.
* Supporting the General Manager on technical tasks as and when required.
* Following up on documentation required from internal as well as external stakeholders to enable overviews of office.
* Where required, attend meetings chaired by GM and prepare minutes in a timely manner
* Preparing a structured program for missions covering all the required technical aspects of the mission
* Serving as the custodian for all documentation being managed within the Office by maintaining an archive for critical documents and ensuring ease of reference for subsequent use
* Ensuring maintenance of reporting dashboards and extraction of reports from the dashboard
* Prepare presentations for GM meetings by soliciting information and adequate visual representations
* Initial preparation of payment requests
SECTION IV: KNOWLEDGE, SKILLS & COMPETENCIES
* Bachelor’s degree
* Prior experience in a secretarial role is preferable
Language Skills
* English is compulsory
* Arabic is compulsory
Job Type: Contract