Executive Assistant

Job Profile:

The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the President, performs auxiliary administrative duties relevant to the supervisor's responsibilities and coordinates overall Office activities, within overall policies or instructions.

Duties and Responsibilities:

Correspondence

• Receives, logs, reviews and distributes all incoming mail.
• Provides background information and files concerning correspondence and ensures that urgent/important items are drawn to the (Office of the) President’s attention.
• Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the President.
• Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels.

Business meetings/ events arrangement

• Receives officials and other visitors to the Office of the President and arranges meetings, notifies participants of place, date, time, and subject.
• Makes arrangements for duty travel, prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order and completes the required forms.
• Takes minutes of meeting and prepares draft records for the President’s approval.
• Manages the (Office of the) President calendar and assists and advises the Office on a variety of administrative and logistical matters.

Coordination

• Assists the (Office of the) President with the coordination of submissions in relation to budget and work programs.
• Adheres to deadlines and coordinates correspondence, reporting and submissions to Ministerial Council, Governing Board and committees chaired by the (Office of the) President.
• Ensures that the (Office of the) President has all the relevant files needed for the Ministerial Council and Governing Board Meetings, as well as other high-level meetings, when necessary. 
• Coordinates overall department activities with other assistants within other departments.
• Coordinates logistical arrangements of workshops and trainings.

Document management

• Designs and maintains accurate and effective physical and electronic filing system.

Performs other duties as required by the (Office of the) President.
 

Qualifications and Experience:

• Bachelor’s degree in Business Administration or a related field. 
• A minimum of ten (10) years relevant professional experience, preferably at least three (3) years at a responsible level in an international environment and/or international financial institution.
• Fluent in English. Good working knowledge of Arabic, French or Spanish is an added advantage.

Competencies

• Effective Planning and Follow Up - The ability to set clear goals and priorities; skillfully organize tasks for efficiency; consistently follow through on commitments and plans. 
• Ability to Work Under Pressure - The capacity to remain composed, focused and productive when facing tight deadlines, high-stakes situations and demanding workloads.
• Collaboration and Teamwork - The ability to effectively work with colleagues, stakeholders and partners to achieve shared goals.
• Communication - The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.
• Customer Centricity  - The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships. .