Team Executive Assistant for An International - Dubai, United Arab Emirates - RecruitMe FZE

RecruitMe FZE

Verified Company

Dubai, United Arab Emirates

1 week ago

Posted by:

Ahmed Al-Mansouri

beBee Recruiter

Description

The Role

As a dynamic, driven Executive Assistant (EA), you will provide executive administrative support and production services for a team of Consultants and/or Partner (s) taking full responsibility for the maintenance of their demanding schedules.

Represent the firm to all internal and external contacts in a manner consistent with the value statement. Responsibilities - Taking meeting minutes accurately and sending them out post meeting with actionable items. - Managing and maintaining busy outlook calendars highlighting potential conflicts, inputting travel data, conference calls, meetings etc. - Developing working relationships with external clients and their assistants to facilitate the information flow and scheduling process - Maintaining and developing working relationships with various support staff members to maintain information flow and scheduling process - Organizing and scheduling client and internal meetings and events; prepare logistics/equipment arrangements - Providing vacation cover to other Executive Assistants - Coordinating meetings, arranging conference calls, reserving conference rooms, organizing catering - Where appropriate preparing and circulating meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items - Providing administrative support to PA events: prepare invitation mailings, manage responses, arrange catering, venues and on the ground support - Organizing and maintaining online systems for PA - Organizing and maintaining electronic filing system - Preparing weekly timesheets and expense reports - Maintain highest level of internal and external confidentiality

Requirements:

EXPERIENCE & QUALIFICATIONS:

Excellent English communication skills
Experience taking meeting minutes
Strong service orientation:
Maturity and flexibility to work both independently and in cooperation with others
High level of self-motivation and initiative
Willingness to exercise good judgment and make decisions based on logic and common sense
Excellent organizational skills:
Ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner
Superior attention to detail and accuracy
Follow through/ownership of tasks to completion
Willingness to consistently check and double-check all aspects of the schedule (including travel, client meeting preparations and materials)
Ability to multi-task and complete a variety of projects in a fast-paced environment
Ability and willingness to work overtime on projects and tasks as required
Knowledge and experience of the Middle East and local practices
Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook
Organizational skills: ability to handle competing priorities and to work effectively in a
challenging, fast-paced environment
Service oriented, flexible, attentive to detail team player
Ability to respect all information as personal and confidential
Required 3-5 years' experience in a fast-paced environment

About the company