Administrative Secretary to a CXO
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
About Moove
About the Role
Moove is looking for an experienced forwardthinking professional with excellentorganisational skills and an entrepreneurial attitude to be the Administrative Secretary to a CXO. This role will work directly with a CXO and report into the Chief of Staff.
The ideal candidate will have extensive knowledge in providing timely administrativesupport prioritising conicting needs and providing information that assists in thestrategic planning function and decisionmaking process for the organisation. Wherethe CXOs are unavailable you will be expected to respond to their emails to keep thebusiness ticking over.
From the Personal Assistant aspect of this role you will be given access to his house and family and therefore trust is absolutely vital. The role is not a 95 office job and it will require flexibility on working hours. Due to the nature of the role the Administrative Secretary must also be highly responsive on all forms of communication but primarily phone.
In this role you will dig deep into the prioritisation of duties that will make theorganisation more efcient effective and amazing. You will work independently but have a seat in Mooves office in the vicinity of theCXO. If youve got patience some big ideasand an uncanny knack for organisation this is the role for you!
Key to the role is loyalty integrity tenacity flexibility good communication patience and discretion.
The Opportunity
We are looking for a proactive Administrative Secretary who will be responsible for providing highquality executive and administrative support to the Executives to actualise the Companys Strategic Objectives. The ideal candidate for the role will be someone who is an energetic professional obsessed with organisation and should be able to work independently with little supervision. The role is based in Dubai.
What Youll be Doing
Administrative Secretary Responsibilities (80% of the role)
Manage the Executive calendar seamlessly and effectively. This includes working with key stakeholders to book appointments and communicate changes in a timely and courteous manner.
Work closely with the Executive to keep them informed of upcoming commitments and responsibilities following up appropriately.
Prompt CXO before each meeting so he is aware does overrun and commences his next meeting on time.
Draft documents prepared under the direction of the Executive including letters reports presentations etc.
Book travel arrangements for the CXO both for work and personal life noting his preferences on travel accommodation and timings and ensuring that arrangements are in line with this and be prepared to make changes to these arrangements with little notice.
Expense processing is minimal.
Identify issues of condentiality follow procedures and policies to ensure privacy and condentiality. Determine recommend and implement an appropriate course of action referral or response.
Ensure timely and effective communication with stakeholders in order to identify and collate requirements properly
Exceptional travel management in a timely manner.
Undertake and assist in the completion of special projects as directed.
Demonstrate welldeveloped communication and interpersonal skills in dealing with all key stakeholders.
Provide a bridge for smooth communication between the CXOs departmentand other internal departments whilst maintaining credibility trust and support with senior management and other members of staff.
Working closely and collaboratively with other CXOs EAs and wider Comment start ES Comment end team.
Personal Assistant Responsibilities (20% of the role)
Thinking ahead for travel to ensure that the CXO has all the necessary visas and is compliant with any relevant travel regulations at the time e.g. COVID and has all the documentation to hand for travel
Ensuring that the CXO has all documentation equipment visas etc to enable seamless travel.
Ensure that preferred hotels transportation restaurants and airlines are used for travel wherever possible.
Personal appointment bookings; dinner reservation bookings medical appointments.
Running general errands. ( eg. purchasing gifts catering )
Executing any family (extended included) requests. ( eg. identifying house staff )
Executing personal payments and collating expenses. ( eg. Staff payments Amenity bills etc)
Give timely reminders for meetings payments and dates that are of personal importance.
Ensuring the CXO has his work equipment with him irrespective of working location. ( eg. tech setup at new locations )
What You will need for this position
Loyalty and a determination to make things happen.
Strong communication skills both verbal and written.
Keen eye for detail missing a small detail can have a significant impact on the CXOs plans and performance.
Ability to work alone or as part of a small team.
Preparedness to work outside of core hours to ensure that the CXO and his family are properly supported.This might mean long hours and calls/errands over the weekend.
Self motivation where your role works perfectly a lot of the work done is not noticed by the CXO this is success
Proactive to keep pace with and thrive in a fast paced environment.
Ability to build strong working relationships with all members of staff (personal and Moove) to be able to call on your network where there are high stress moments. Being a team player is key.
Focused hardworking and a thirst for development and knowledge.
Ability to add value with a positive attitude and desire to immerse in challenging situations.
Ability to think outside of the box to anticipate issues and solving them quickly.
Resilience.
Who Youll Be Working with:
A couple of CXOs
About the team
Our team is collaborative positive curious and engaged. We think fast work smart laugh often and are looking for likeminded people to join us in our mission to disrupt vehicle ownership and make cities better.
Moove is strongly committed to diversity within its community.
The Companys approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer we welcome people from all backgrounds who seek the opportunity to help build a future where everyone and everything can move independently.
Prehiring Notice: Moove relies on the accuracy of information contained in employment applications as well as the accuracy of other data presented throughout the hiring process and during employment. Any misrepresentations falsifications or material omissions in any information or data provided by an applicant may result in the applicant being excluded from further consideration for employment or if an individual has already been hired termination of employment.
EEO Statement: Moove is an equal opportunity employer and does not discriminate on the basis of gender race sexual orientation marital status religion political affiliation or any other protected characteristic.
About Moove: Moove is a mobility asset finance company and is Ubers preferred fleet partner across SubSaharan Africa. Our Vision is to democratise vehicle ownership and empower mobility entrepreneurs across Africa.
Our Core values are Compassion Excellence Innovation Teamwork Trust and Ownership.
Employment Type
Full Time
