Executive Assistant Manager

Roles and responsibilities

1. Administrative Support:

• Provide high-level administrative support to the General Manager, managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and organize documents, reports, and presentations for meetings and decision-making processes.

2. Communication Management:

• Act as the primary point of contact between the General Manager and internal/external stakeholders, including clients, vendors, and team members.
• Manage incoming communications, including emails and phone calls, ensuring timely responses and appropriate follow-ups.

3. Meeting Coordination:

• Organize and coordinate meetings, including preparing agendas, taking minutes, and distributing action items to participants.
• Ensure all necessary materials and resources are available for effective meeting facilitation.

4. Project Management:

• Assist in managing special projects or initiatives led by the General Manager, including tracking progress, deadlines, and deliverables.
• Collaborate with various departments to ensure alignment and support for project goals.

5. Confidentiality and Discretion:

• Handle sensitive information and maintain confidentiality in all matters related to the General Manager and the organization.
• Exercise discretion and sound judgment in dealing with confidential communications.

6. Reporting and Analysis:

• Prepare reports, presentations, and data analysis for the General Manager, summarizing key information and insights.
• Monitor key performance indicators (KPIs) and assist in analyzing trends to support strategic decision-making.

7. Relationship Management:

• Foster positive relationships with stakeholders, clients, and employees to facilitate effective communication and collaboration.
• Represent the General Manager in meetings or events as needed.

8. Office Management:

• Oversee the administrative functions of the office, ensuring efficient operations and a professional working environment.
• Manage office supplies and resources, coordinating with vendors and service providers as required.

9. Event Planning:

• Assist in planning and coordinating corporate events, meetings, and conferences hosted by the General Manager.
• Ensure logistical arrangements are made for successful event execution.

10. Continuous Improvement:

• Identify opportunities for process improvements within the administrative functions and implement best practices.
• Stay updated on industry trends and developments to enhance the efficiency of executive support services.

Desired candidate profile

1. Education:

• Educational Background: A bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Professional Certifications: Certifications in project management, administration, or executive support can be an advantage.

2. Experience:

• Work Experience: 3–5 years of experience in an executive assistant role or similar position, preferably in a corporate environment.
• Experience in supporting senior management, particularly in a fast-paced or multicultural setting, is highly desirable.

3. Key Competencies:

a. Organizational Skills:

• Strong ability to manage multiple tasks, prioritize effectively, and meet deadlines in a dynamic environment.
• Excellent time management skills to ensure efficient scheduling and task completion.

b. Communication Skills:

• Exceptional verbal and written communication skills in both Arabic and English.
• Ability to convey information clearly and professionally to diverse audiences.

c. Interpersonal Skills:

• Strong interpersonal skills to build and maintain relationships with internal and external stakeholders.
• Capacity to represent the General Manager professionally and diplomatically.

4. Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Familiarity with project management tools and office management systems.

5. Discretion and Confidentiality:

• Demonstrated ability to handle sensitive information with discretion and maintain confidentiality in all aspects of work.
• Sound judgment in decision-making processes and interactions with others.

6. Problem-Solving Abilities:

• Strong analytical and problem-solving skills to address challenges effectively and independently.
• Ability to think critically and offer solutions to improve processes and workflows.

7. Attention to Detail:

• High level of accuracy and attention to detail in document preparation, data analysis, and meeting coordination.
• Ability to identify inconsistencies or errors and take corrective action as necessary.