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Executive Assistant

  • by
  • Full Time
  • Dubai

Informa Markets

Executive Assistant Jobs in Dubai

 

About the job

The primary purpose of the role is to provide administration and coordination support, including inbox and diary management, meeting and travel coordination as well as communication assistance and business support activities to assist business planning and project management activities. The role will involve working within a fast-paced, complex global environment and will require independence and initiative to ensure any potential obstacles such as changing requirements are managed effectively to ensure minimum disruption. It will also be essential to be able to prioritise and manage multiple and varied activities simultaneously

 

Job Role and Responsibilities

Key Performance Indicators

  • Timely and effective administration and coordination support maintaining service level agreements and achieving deadlines.
  • Timely and professional communication assistance for inbox and diary management, which manages multiple priorities and meets the Executives’ requirements.
  • Efficient business support activities through the accurate collation, preparation and presentation of complex and sensitive information and data.

Administration & Coordination

  • Arranging travel, accommodation, relevant visas for frequent business travel for internal and external meetings/events for each Executive.
  • Coordinating internal/external meetings and work closely with internal and external stakeholders to ensure attendance and necessary documentation is distributed in a timely manner.
  • Organising global video/telephone conferences across multiple time zones.
  • Collating and issuing the agenda and minutes for regular meetings along with agreed follow up actions.
  • Managing, monitoring and reporting when necessary the processing and coding of invoices and expense claims for each Executive.
  • Ensuring all hardcopy and electronic materials containing confidential information are securely stored and only accessible to those authorised to view such content.

Communication Assistance

  • Pro-active & complex diary management syncing with various time zones.
  • Inbox management for each Executive to meet their requirements and to support prioritisation of tasks.
  • Managing incoming/outgoing communication for the Executives as appropriate to manage expectations of internal and external customers.
  • Building strong relationships with Informa divisions within the global business.
  • Meeting and greeting visitors at all levels of seniority.
  • Attend relevant meetings to ensure representation.

Business Support

  • Supporting the Executives to research and collate data, prepare reports and presentation packs for different stakeholders
  • Contributing to and monitoring specific projects as assigned or agreed by the Executives such
  • Organising and coordinating events

 

Qualifications

Minimum Education Level:

  • Educated to degree level or equivalent

Background Knowledge & Experience:

  • Previous comprehensive EA experience
  • Proven experience of working with large, complex quantities of data with ability to present information in a concise and easy to read format
  • Electronic diary management
  • Processing visa documentation, travel arrangements,
  • Working across time zones
  • Previous use of Skype for business, and online meeting/conferencing technology

Skills

  • Excellent verbal and written communication skills and professional telephone manner
  • High standards of accuracy, quality and attention to detail
  • Strong time management skills and ability to prioritise under pressure without compromising quality
  • Flexible and possess ability to adapt to fast changing environment
  • Enthusiastic, confident, “people orientated” personality required – able to liaise with people to achieve work goals whilst enhancing relationships
  • Ability to keep information organised and confidential
  • Helpful, discreet and mature approach to work
  • Advanced skills in Microsoft Office – in particular PowerPoint and Excel

Additional Information

 

We know that sometimes the ‘perfect candidate’ doesn’t exist, and that people can be put off applying for a job if they don’t fit all the requirements. If you’re excited about working for us and have most of the skills or experience we’re looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed.  As such, Informa is proud to be an Equal Opportunity Employer.  We do not discriminate on the basis of race, color, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), age, marital status, citizenship, or other protected characteristics under federal, state or local law.

 

 

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