Executive Assistant – Team Support
Black Pearl
- Abu Dhabi
- Permanent
- Full-time
- Prepare reports on defined executive operational metrics
- Develop documents and communication for various requests, reports, and letters
- Manage all the personal and Business day-to-day activities and issues of the manager
- Collaborate with other team members in the planning and development of internal and external projects
- On behalf of the manager, prepare correspondence and other material requiring considerable judgment and knowledge of operations; Screen, trace, file, retrieve, and coordinate all incoming and outgoing correspondence and necessary paperwork directly related to the overall management of the organization
- Hold all work-related information in the strictest confidence. This includes, but is not limited to, direct or indirect communications, strategic information, and employee-specific personnel action and information.
- Represent team in liaising with other department teams to coordinate some projects
- Meet professional obligations through efficient work habits such as meeting deadlines, honoring schedules, coordinating resources and meeting in an effective and timely manner, and demonstrating respect for others
- Ensures alignment with organization policy and defined regulations through effective management in scheduling offsite travel (hotel, flight, rental car, meeting agenda, presentation location needs) for designated executive personnel
- Manage a variety of essential functions requiring independent judgment and using tact and diplomacy in dealing with officials and the public
- Participate in Team meetings through the preparation of agendas, packets, documents, and general record keeping
- Manage and maintain the schedule of the team, obtaining and providing needed information for scheduled appointments
- Demonstrate efficiency in scheduling, creating complex documents, and exercising discretion and independent judgment in matters of importance and ensure the general operations of the department are functioning to maximum capacity
- Provide support and a wide range of complex, confidential, and administrative duties to the manager
- Provide supervision and general project management for unique requests by the team and ensure appropriate follow-through actions
- Perform personnel-oriented tasks, including participating in the hiring process, supervising the training of new employees, ongoing training of other employees, resolving employee problems, and following defined policy/procedure around general supervision (if applicable)
- Supervise designated office administrative staff by developing operating procedures and systems to ensure effective and efficient department office operations (if applicable)
- Responsible for conducting the meetings, bi-weekly Business, and operational meetings, and financial and budgeting reviews (if applicable)
- Organize and maintains contracts, records, and other essential documents; out-of-date archive information according to records management compliance and best practices
- Manage and supervise designated personnel, the planning, coordinating, and directing activities associated with the overall operation of the department in general.
- Develop presentations, to include general preparation, identifying resources, collateral and presentation materials, equipment needs, producing scripts and PowerPoint presentations
- Must be fluent in English; knowledge of Arabic and other languages would be a plus
- Must be a Bachelor's degree holder
- Must have good knowledge of using Microsoft application
- Must have experience working in a multicultural environment
- At least ten years of Executive Assistant / Personal Assistant experience in a highly professional business environment (experience in financial services, professional services, legal, or banking industries preferred)
- With exceptional written and verbal communication skills in English and Arabic, Desire to deliver superior customer service
- Ability to multi-task with a high degree of accuracy
- Demonstrated a high level of professionalism and confidentiality
- Excellent phone manners and interpersonal communication skills
- Ability to learn and accept standard operating procedures and compliance regulations Exceptional skills with Microsoft Office: Word, Excel, PowerPoint
- Proactive and organized