Executive Assistant
Dubai

Job Reference: --004854

Location: Dubai

Closing Date: 17/01/2019

Department: Administration

Division: Global Exhibitions

Main Duties & Responsibilities:

Administration & Coordination

  • Arranging travel, accommodation, relevant visas for frequent business travel for internal and external meetings/events for each Executive.
  • Coordinating internal/external meetings and work closely with internal and external stakeholders to ensure attendance and necessary documentation is distributed in a timely manner.
  • Organising global video/telephone conferences across multiple time zones.
  • Collating and issuing the agenda and minutes for regular meetings along with agreed follow up actions.
  • Managing, monitoring and reporting when necessary the processing and coding of invoices and expense claims for each Executive.
  • Ensuring all hardcopy and electronic materials containing confidential information are securely stored and only accessible to those authorised to view such content.

Communication Assistance

  • Pro-active & complex diary management syncing with various time zones.
  • Inbox management for each Executive to meet their requirements and to support prioritisation of tasks.
  • Managing incoming/outgoing communication for the Executives as appropriate to manage expectations of internal and external customers.
  • Building strong relationships with Informa divisions within the global business.
  • Meeting and greeting visitors at all levels of seniority.
  • Attend relevant meetings to ensure representation.

Business Support

  • Supporting the Executives to research and collate data, prepare reports and presentation packs for different stakeholders
  • Contributing to and monitoring specific projects as assigned or agreed by the Executives such
  • Organising and coordinating events

Any other duties commensurate with this level and role.

Person Specification

Minimum Education Level:

  • Educated to degree level or equivalent

Background Knowledge, Skills & Experience:

Knowledge and Experience

  • Previous comprehensive EA experience
  • Proven experience of working with large, complex quantities of data with ability to present information in a concise and easy to read format
  • Electronic diary management
  • Processing visa documentation, travel arrangements,
  • Working across time zones
  • Previous use of Skype for business, and online meeting/conferencing technology

Skills

  • Excellent verbal and written communication skills and professional telephone manner
  • High standards of accuracy, quality and attention to detail
  • Strong time management skills and ability to prioritise under pressure without compromising quality
  • Flexible and possess ability to adapt to fast changing environment
  • Enthusiastic, confident, "people orientated" personality required - able to liaise with people to achieve work goals whilst enhancing relationships
  • Ability to keep information organised and confidential
  • Helpful, discreet and mature approach to work
  • Advanced skills in Microsoft Office – in particular PowerPoint and Excel

 

This position is now closed. We are no longer accepting applications for this position.

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