Executive Team Assistant

Roles and responsibilities

• Devising and maintaining office systems, including data management, filing etc.
• Maintaining confidentiality of all sensitive or proprietary information
• Responsible for overall administrative tasks and for providing and supporting to clients or dealers/agents
• Organizing and maintaining diaries and schedules complex appointments and meetings and ensuring their manager is well-prepared for meetings
• Provide assistance and administrative support to appropriate level of management
• Communicating and coordinating with all departments and with all management in respect of meetings to be setup and support with regards to necessary preparation for those meetings
• Communicating and coordinating with all departments and with all management in respect of meetings to be setup and support with regards to necessary preparation for those meetings
• Coordinates and establishes all travel arrangements, reconciles travel and expense reports, including cash and credit card purchases
• Plan and implement office systems, layout and office equipment procurement. Organizing maintenance of systems, document records, space management, etc
• Screening telephone calls, enquiries and requests, and handling them when appropriate
• Identifies and resolves more complex problems and applies problem-solving skills in order to deal with most situations
• Prepares various presentations, reports, statistical charts and briefings
• Provide guidance to support staff/peers, as we as colleagues on the administrative functions in the unit.
  

Your qualifications and experience:

• Bachelor of Administration and Business
• Extensive experience in organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.
• Experience of supervising admin office staff and maintaining office records
• Fluent or Native German speaker
• Has experience particularly in coordination & cooperation with the prevalent multinational race environment within the Gulf Region.

Desired candidate profile

• Organizational Skills: Strong ability to manage multiple tasks, prioritize responsibilities, and maintain order in a fast-paced environment.

• Communication Skills: Excellent verbal and written communication skills to interact with team members, stakeholders, and clients effectively.

• Time Management: Ability to manage schedules, coordinate meetings, and ensure deadlines are met.

• Attention to Detail: Strong focus on accuracy in documentation, scheduling, and task execution.

• Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and tools for project management and communication (e.g., Slack, Trello).

• Problem-Solving Skills: Ability to identify issues and develop practical solutions to support the team’s needs.

• Interpersonal Skills: Strong relationship-building abilities to foster a positive team environment and collaborate effectively.

• Confidentiality Awareness: Understanding the importance of handling sensitive information with discretion and professionalism.

• Adaptability: Flexibility to adjust to changing priorities and support various team members as needed.

• Basic Financial Acumen: Familiarity with budgeting and expense tracking may be beneficial, depending on the team’s focus.

• Customer Service Orientation: Ability to assist clients and stakeholders with inquiries and support in a professional manner.

• Continuous Learning: Eagerness to learn new tools, processes, and skills to improve efficiency and support the team effectively.