Executive Assistant

 

 

 

The Executive Assistant should exercise a high degree of business acumen in making professional judgments and maintaining confidentiality. The Executive Assistant will provide proficient clerical and administrative support working with limited supervision and minimal direction, as well as being an active team player and occasionally supporting the wider team, as necessary. The Executive Assistant will have prior experience of working in a high pressured environment and be able to demonstrate strong administrative and organisational skills with particular attention to detail. The Executive Assistant must have the ability to prioritise tasks efficiently and in an accurate and timely manner, often under demanding timescales and at short notice. The Executive Assistant is required to manage the workload and provide guidance whilst delegating work effectively.

CANDIDATE PROFILE

Education and Experience

Experience

    Minimum of 4 years’ experience in a similar position at this level.
    Demonstrated experience in working in a fast-paced, multi-task environment, providing administrative support to Senior Executives.

        Excellent PowerPoint and Excel skills, with potential to prepare presentations.

Skills And Knowledge

    Excellent organizational, interpersonal and communications skills
    Sensitive to the dynamics of the regional cultures and experienced in dealing with internal and external contacts at all levels
Ability to maintain and treat highly confidential information with absolute discretion
    Very presentable with an approachable yet confident personality; demonstrates flexibility and has a positive can-do attitude
    Highly adaptable, resilient and able to work under pressure and to tight deadlines with limited supervision and minimal direction
    Maintains high performance standards: ensuring that all work is effectively complete, monitors the progress of work against schedules and departmental requirements, works effectively by using a highly collaborative style
    Creates an atmosphere in which timely information flows smoothly both upward and downward through the department; possesses exceptional communications skills
    Actively pursues learning and self-development to enhance personal, professional and business growth.

        Proactive with initiatives and potential needs of the COO

Education Or Certification

    Must be fluent in English – both written and verbal – and experienced at communicating at all levels
    Excellent working knowledge of MS office Word, Excel, Outlook and PowerPoint

CORE WORK ACTIVITIES

The following are specific responsibilities and contributions critical to the successful performance of the position:

        Acts as a “gate-keeper” for the Chief Operating Officer, Middle East by managing calendar. This involves using discretion in identifying critical items, setting up meetings or conference calls and making changes with minimal involvement.
        Composes all types of correspondence, documents, letters or presentations on behalf of the Chief Operating Officer, Middle East to be shared and used by the department or senior level executives of the company. Correspondence may also be directed toward hotel owners or outside organisations.
        Overseeing and managing the travel arrangements and travel itineraries for the Chief Operating Officer, Middle East. The travel may involve multiple stops, extended trips and frequent/unanticipated changes.
        Proactively maintain files and department common files and maintain department trace system (staff review dates, department conference calls, team meetings, etc.).
        Arranges or performs administrative functions for small to large-scale meetings or conferences on behalf of operations team.
        Responsible for evaluating alternatives and making decisions regarding logistics and pricing for the room and audio-visual set-up, catering, meeting agenda and materials, and possibly travel arrangements for the participants. Incumbent will be responsible for managing all administrative aspects for meetings and conferences.
        Handles special reporting projects and requests, which could include presentations, monthly reports, budget schedules, accumulating data / information from team/department, when needed. This work may include data entry and/or basic analysis and developing databases or spreadsheets.
        Basic administrative functions such as processing expenses, copying, filing, distribution of materials and any other duties as assigned.
        Support for other special projects as assigned (i.e. ordering department gifts, organizing department functions, relocating department, assisting with new hires and transfers, etc.).
        Answers departmental telephone line(s); provides callers with responses to all types of requests, both routine and those requiring research and follow up; directs calls to the appropriate person or takes messages. Develops alternatives to handle requests when many times the problems are not clearly identified or involve sensitive issues. Routinely responds back directly to the caller after performing research or follow up.
        Identify areas where new administrative policies and procedures may be necessary within the department. The incumbent will initiate the project to develop the new policy or procedure.
        Provides cover to other administrative roles within the department during annual/sick leave.
        Maintaining the Middle East Owner Database, Owner EIDs, Owner Bonvoy and take care of Owner hotel reservation requests

Additional Responsibilities

    Informs, updates, and provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person in a timely manner.
    Attends and participates in all relevant meetings.
    Presents ideas, expectations and information in a concise, organized manner.
    Uses problem solving methodology for decision making and follow up.
    Maintains positive working relations with internal customers and department managers.
    Manages time effectively and conducts activities in an organized manner.
    Performs other reasonable duties as assigned by manager.
    Performs other related tasks as assigned by management.
    Complies with Marriott International Hotels Limited Continent Office policies and procedures.
    Working hours as required to do your job but normally not less than 48 hours per week.
    Executive Assistant will be expected to respond to urgent requests from the COO after hours or at weekends

 

• Full Time
• Dubai

To apply for this job email your details to fiverworks2018@gmail.com