Executive Assistant - Dubai, United Arab Emirates - APCO Worldwide

Description

• Proactive calendar management/meeting set up:
• Schedule calls and meetings (adjusting as conflicts arise in real time), responding to staff requests for time with our executive, taking information from company announcements to holding time for key company announcements/town halls/performance reviews
• Schedule staff reviews for direct reports and support on our performance management appraisal by collecting names of contributors for reviews and input into our system to initiate the review process
• Reserve conference rooms for meetings, as needed, and organize refreshments with APCO event coordinator
• Manage guests coming into the office (meeting and greeting them and registering their names with office management for entry)

For Executive Meetings

• Coordinate with senior executives on getting current and upcoming materials organized
• Finalize the agenda with executives and C-Suite
• Send out Zoom calendar notices with meeting dates
• Organize in-person meetings (liaising with APCO event coordinators for internally held meetings, and arranging external meetings including budget sign-off, invite lists etc.)

Travel Arrangement

• Manage and arrange end-to-end travel:
• Arrange and support on all travel
• Working with our travel booking system/agents on airline and train tickets along with booking accommodation
• For executives and C-Suite visitors flying from APCO's international office, preparing and managing briefing books and itinerary with Executive Assistant counterparts and relevant coordinators

File Management

• Maintain folders and compile briefing books in a suitable format with materials pertaining to upcoming meetings and sharing these with relevant stakeholders as necessary executive
• Maintain contacts in Outlook and our master announcement, holiday card, and event lists, regularly updating the relevant contacts in each as staff collects them when traveling with our executive
• Ensuring all relevant business trackers are up-to-date