Executive Assistant
3 days ago
Bachelor of Business Administration (Management)
Nationality: Any Nationality
Vacancy: 1 Vacancy
Job DescriptionFull-time position reporting to the Senior Executive Director (S.E.D.)
The Executive Assistant to the S.E.D. provides high-level administrative support to the S.E.D., overseeing institutional and transversal projects and serving as an essential communications and logistics interface between the office of the S.E.D. and internal/external stakeholders.
Key Responsibilities- Provide administrative and logistical support to the S.E.D.: manage calendars and respond to all scheduling requests; determine the priority and routes of incoming correspondence and requests, and refer matters as appropriate; plan and coordinate business travels; prepare all expense reports accurately and in line with internal policies and procedures; take meeting minutes, assist with the documentation of high-level meetings and events, and follow up on meeting action items; draft and review memoranda, correspondence, presentations, decks, reports, handouts, and other documents, often of a highly sensitive and confidential nature, in support of objectives for the organization;
- Foster cross-functional collaboration and information sharing: act as the liaison between the S.E.D. and internal/external stakeholders; collaborate with cross-functional teams to ensure alignment and support for special projects and initiatives; ensure effective and timely communication, including coordinating meetings, disseminating updates, and facilitating information sharing among team members and stakeholders; address concerns or issues promptly, escalating when necessary;
- Lead and coordinate special projects: take ownership of special projects, assuming a leading role in planning, organizing, and executing these initiatives; develop project plans, timelines, and budgets in alignment with project goals; coordinate project activities, resources, and tasks to ensure successful project completion; monitor project progress, identify potential risks, and implement mitigation strategies; provide regular updates on project status, milestones, and outcomes.
- University degree (Master's degree is preferred)
- A minimum of 5 years in a similar role, preferably in communications, research, or a diplomatic setting
- Demonstrated experience working effectively with senior leaders and individuals from diverse cultural backgrounds
- Excellent research and analytical skills, including the ability to research, analyze, and effectively integrate diverse information from varied sources
- Demonstrated success remaining flexible in fast-paced work environments while maintaining high standards under pressure, including the capacity to set priorities, work to tight deadlines, and multitask
- Proven experience in project management
- Discrete, politically astute, and capable of maintaining high levels of confidentiality
- Outstanding organization skills, proactive and dependable
- Strong attention to detail
- Flexibility and willingness to work non-traditional hours, when required
- Ability to anticipate problems and generate solutions quickly
- Advanced level in MS Pack Office (Word, PowerPoint, Excel)
- Excellent written and oral skills in English; Arabic and French are advantageous
- Education
- Training
- Teaching
- Administration
- Executive Assistant
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