Executive Assistant
Department: VP Office
Location: Dubai
Employment: Full Time
Experience: 8+ years of experience in EA/PA to Senrion Management Personnel
Qualifications: Educated to first degree level
Description:
PURPOSE AND SCOPE:
To provide confidential and efficient executive assistant services to the VP-Middle East & North Africa. Assists the VP-Middle East & North Africa to make the best use of his time by dealing with administrative tasks and acts as the right-hand person and primary administrative liaison between the VP-Middle East & North Africa office and the organization as a whole. To provide support to the organization in Social, Governance and Communication compliance.
RESPONSIBILITIES AND DUTIES:
• Manages the content of information flowing into and out of the VP’s office, correspondence and presentations for the VP-Middle East & North Africa, and other executive support, as needed. The VP-Middle East & North Africa will rely on the Executive Assistant, trusting that work will be handled efficiently in his absence. Discretion and confidentiality are therefore essential attributes.
• Responsible for administering and overseeing social and corporate governance policies and procedures, as well as reviewing and appraising proposed activities to be socially and environmentally sustainable and comply with Centurion policies and internationally recognized best practices.
• Serves as liaison between the VP-Middle East & North Africa and management team, their assistants, board members, and other associates. Meeting and greeting visitors at all levels of seniority.
• Provides calendar and scheduling coordination, ensuring the most effective use of the VP-Middle East & North Africa attention and focus. Meets daily with VP-Middle East & North Africa to review schedule; ensures that materials for meetings are received on a timely basis and are relevant, complete and accurate. Attends meetings as necessary.
• Proactively monitors assigned executive’s schedules to identify conflicts and reach out for input / resolution before time or priority conflicts occur. May respond on VP-Middle East & North Africa behalf at times and helps triage items for them, at times responding proactively on their behalf.
• Field heavy call volume, answer and respond to calls/emails, providing a high level of service; serving as all-around gatekeeper to the VP-Middle East & North Africa office.
• Detailed and thorough planning and logistics arrangement for travel and events of various sizes ranging from individual travel up to support of planning and execution of company-sponsored industry events. Provide the necessary analysis and attention to detail to ensure that all aspects of the travel or event are properly coordinated, pre-arranged and verified in advance.
• Manages e-mails from own e-mail account; regularly reviews VP-Middle East & North Africa e-mails, forwarding and bringing to the attention of others as appropriate; organizes work flow, composes and edits correspondence on behalf of the VP-Middle East & North Africa, takes minutes of meetings, prepares presentations, maintains extensive confidential files, information and data; deals with correspondence and e-mails quickly and efficiently where appropriate and to a high standard;
• Produces purchase orders and payment requests as and when required; handles enquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the company, its policies and procedures; determines the appropriate course of action and follows through to resolution; researches and coordinates information from a variety of sources for reports, presentations, meetings, special projects and requests; directs, controls, and organizes information;
• Handles sensitive and confidential material strictly in accordance with policy and instructions.
• Supports the Leadership team and Senior Management Team on ad hoc basis. Work assignments are complex in nature, requiring a high degree of judgment, tact, creativity and initiative to resolve problems and must have extensive knowledge of the company’s business activities.
Social
• Develop and organise company events through the Sunshine committee
• Initiate health and well building events
• Coordinate Team building activities
• Initiate and organise social and charity events
Governance
• Galp compliance management for expenses, travel, entertainment,
QHSE RESPONSIBILITIES:
• Recommend improvements to departmental policy and implement procedures and controls covering all areas of VP-Middle East & North Africa’s office, marketing and the parts of the business/organizational functions as applicable, so that all relevant procedural/legislative requirements are fulfilled while delivering quality, cost effective service to customers.
• Ensure compliance to all relevant QHSE procedures and controls across VP-Middle East & North Africa’s office, marketing and parts of the business/organizational functions as applicable to guarantee employee safety, health, legislative compliance, delivery of high quality products/service and a responsible environmental attitude.
• Any other duties and responsibilities as assigned from time to time.
REPORTS TO: Vice President – Middle East & North Africa
TECHNICAL REQUIREMENTS:
• Excellent coordination and organisational skills
• Effective time management
• High level of computer literacy– knowledge of MS Office (Excel, Word, Visio and PowerPoint)
KEY COMPETENCIES:
• Excellent command of the English language – oral and written
• Strong interpersonal skills and communication skills
• Respect of Confidentiality
• Must be personable, reliable and the epitome of diplomacy and professionalism. Takes an active interest in the success of the company and acts as a “right arm” to the VP-Middle East & North Africa. Team player, relationship-building and influencing skills, particularly at a senior level
• Innovative, flexible and proactive approach. Able to work using own initiative.
• Able to work well under pressure and for long hours in demanding conditions