Executive Assistant Job at APCO Worldwide Dubai

As the Executive Assistant to the MENA President, you will be responsible for reactively and proactively managing calendars, ensuring smooth day-to-day operations, organizing folders and maintaining trackers and contact books, compiling briefing books, scheduling travel and preparing itinerary, hosting Executive and C-Suite visitors, preparing for meetings, structuring agendas, developing minutes of meeting, liaising with external contacts on speaker events and conference attendance and working closely with key internal stakeholders.

Primary Duties and Responsibilities
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.)

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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

Financial Responsibilities/Financial System Management:
Set up vendors in the system for various organizations and consultants
Create purchase orders once the vendors have been set up
Submit invoices from the vendors based on the purchase orders created
We are a timecard business, so you would also be responsible for entering our executive’s time into the system, managing their expenses through it and for approving time, expense and leave requests for our executive’s direct reports

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Additional responsibilities:
Forward emails from executive’s inbox to staff as needed for their information or action
Supporting with written Executive correspondence including emails and letters
Compiles a daily to-do list via email
Timesheets and expenses management
Process manager for preparing our executive for internal processes (like performance review) or prepping for external events (like conferences)

AD-Hoc Assignments/reports:
As per the Direct Manager’s requests
Competencies
Excellent communication skills written and verbal
Organization skills
Attention to detail
Presentation skills
Teamwork skills
Time management

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Requirements
Bachelor’s Degree in Business Administration or Equivalent
Minimum of 5 years of relevant experience
Knowledge in Microsoft office word, excel, PowerPoint

Work Conditions
The physical abilities needed to perform the duties of this position, in addition to the office climate:
Office environment is general office setting
Some travel may be required
Must reside in Dubai or be willing to relocate
Willing to work additional or irregular hours as needed and allowed by local regulation