Executive Assistant - APCO Worldwide

As the Executive Assistant to the MENA President you will be responsible for reactively and proactively managing calendars ensuring smooth daytoday operations organizing folders and maintaining trackers and contact books compiling briefing books scheduling travel and preparing itinerary hosting Executive and CSuite visitors preparing for meetings structuring agendas developing minutes of meeting liaising with external contacts on speaker events and conference attendance and working closely with key internal stakeholders.

Primary Duties and Responsibilities

• Proactive calendar management/meeting set up:
• Schedule calls and meetings (adjusting as conflicts arise in real time) responding to staff requests for time with our executive taking information from company announcements to holding time for key company announcements/town halls/performance reviews
• Schedule staff reviews for direct reports and support on our performance management appraisal by collecting names of contributors for reviews and input into our system to initiate the review process
• Reserve conference rooms for meetings as needed and organize refreshments with APCO event coordinator
• Manage guests coming into the office (meeting and greeting them and registering their names with office management for entry)

For Executive Meetings:

• Coordinate with senior executives on getting current and upcoming materials organized
• Finalize the agenda with executives and CSuite
• Send out Zoom calendar notices with meeting dates
• Organize inperson meetings (liaising with APCO event coordinators for internally held meetings and arranging external meetings including budget signoff invite lists etc.)

Travel arrangement:

• Manage and arrange endtoend travel:
• Arrange and support on all travel
• Working with our travel booking system/agents on airline and train tickets along with booking accommodation
• For executives and CSuite visitors flying from APCOs international office preparing and managing briefing books and itinerary with Executive Assistant counterparts and relevant coordinators

File Management:

• Maintain folders and compile briefing books in a suitable format with materials pertaining to upcoming meetings and sharing these with relevant stakeholders as necessary executive
• Maintain contacts in Outlook and our master announcement holiday card and event lists regularly updating the relevant contacts in each as staff collects them when traveling with our executive
• Ensuring all relevant business trackers are uptodate

Financial Responsibilities/Financial System Management:

• Set up vendors in the system for various organizations and consultants
• Create purchase orders once the vendors have been set up
• Submit invoices from the vendors based on the purchase orders created
• We are a timecard business so you would also be responsible for entering our executives time into the system managing their expenses through it and for approving time expense and leave requests for our executives direct reports

Additional responsibilities:

• Forward emails from executives inbox to staff as needed for their information or action
• Supporting with written Executive correspondence including emails and letters
• Compiles a daily todo list via email
• Timesheets and expenses management
• Process manager for preparing our executive for internal processes (like performance review) or prepping for external events (like conferences)

ADHoc Assignments/reports:

• As per the Direct Managers requests

Competencies

• Excellent communication skills written and verbal
• Organization skills
• Attention to detail
• Presentation skills
• Teamwork skills
• Time management

Requirements

• Bachelors Degree in Business Administration or Equivalent
• Minimum of 5 years of relevant experience
• Knowledge in Microsoft office word excel PowerPoint

Work Conditions

• The physical abilities needed to perform the duties of this position in addition to the office climate:
• Office environment is general office setting
• Some travel may be required
• Must reside in Dubai or be willing to relocate
• Willing to work additional or irregular hours as needed and allowed by local regulation