JOB OBJECTIVE
This is a key role that supports the President and his office in running a smooth Business. There is a high requirement of the maintenance of confidentiality and to provide effective and timely Executive Assistance to the Asset President and other Executive Leadership Team (ELT) in managing their duties & responsibilities.
KEY ACCOUNTABILITIES
People Management:
- Work amicably with all team members and business contacts in a respectful and professional manner always
- Process, respond to all incoming and outgoing correspondence and communication including, calls, faxes, mail, e-mail, memorandums, reports, etc. ensuring adherence to defined instructions, policies and procedures
- Maintain an up-to-date, effective and comprehensive filing system for all correspondence and documentation
- Observe confidentiality procedures and register and track accountable documentation to ensure security and control
- Supervise business support activities such as document control, photocopying and arrange for the efficient operation of office equipment to support the effective functioning of the President’s Office
- Schedule and organize meetings and appointments as instructed by the ELT while ensuring effective housekeeping of the assigned area in accordance with established quality guidelines
- Develop, maintain and improve various office management tools and systems, such as telephone directory, correspondence logbook, etc., to support smooth and effective administration of the office
- Organize and oversee transportation schedules (Ticketing, ground transport) and follow up with the admin and Security offices to ensure readiness and availability of the required services
- Self-reliance to Arabic-English translate routine business correspondence letter, memo, meeting minutes etc. in professional manner and vice versa
- Capable to communicate with technical team to obtain the support for technical languages and complete the translation effectively
- Follow all relevant company’s health, security, safety and environmental policies, processes, procedures and instructions to ensure Health and Safety compliance in all aspects of work by applying them on self, others and corporate assets
- Contribute to the preparation of timely and accurate reports to meet the ELT requirements, policies and standards and timelines
COMMUNICATIONS & WORKING RELATIONSHIPS
Internal:
- President Office Team
- All Department Managers and their teams
- BOC, IMOO, Partners, and other Business contacts
DECISION MAKING AUTHORITY
- Works according to established procedures
QUALIFICATIONS AND EXPERIENCE & SKILLS
Minimum Qualifications:
- Bachelor’s degree in English Language, Translation, Business Administration and Secretarial Practice
- Minimum of 4-6 years of relevant experience at the senior levels of management
- Knowledge and understanding of protocols and procedures
- Office Administration
- Archive management and document filling
- Very good command of the English language – spoken, reading and written
- Teamwork and team player
- Organising and planning skills
- Flexible with timings and work schedules
- Proficiency in MS Office and Adobe PDF, i.e. Word, Excel, PowerPoint, Outlook etc.
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.