Executive Assistant - Investment Management
Black Pearl View all jobs
- Dubai
- Permanent
- Full-time
- Provide administrative and secretarial support to the Executive Director using thorough knowledge of the organisation with little direction
- Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
- Analyse and organise office operations and procedures such as bookkeeping, preparation of staff performance reviews, leaves, attendance, etc, information management, filing systems, requisition of supplies, and other administrative services
- Coordinate complex diary/travel arrangements; utilise extensive forward planning and time management
- Prepare internal and external correspondence
- Review, proofread, and edit documents prepared for the manager's signature
- Take and transcribe dictation on technical and confidential matters from the manager
- Coordinate and facilitate the manager's calendar to arrange appointments, meetings, and conferences; in regular contact with industry and government officials and senior management in other firms
- Assist with the establishment, revision and maintenance of office procedures and policies
- Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organises documents; handle some matters personally and forwards appropriate materials to the manager and staff
- Research, compile, assimilate, and prepare confidential and sensitive documents, and briefs the manager regarding content
- E-mail management
- Prepare presentations and budgets
- Receive and screen incoming calls and visitors, determines which are priority matters, and alerts the manager accordingly. Make referrals to appropriate staff or provides requested information
- Maintain good relationships with other administrative, Operations and support staff
- Handle highly confidential files and records, including correspondence, budgets, complex financial reports and staff documentation.
- Maximise office administration efficiency and productivity through proficient workflows Research and develop resources that create timely and efficient workflow
- Establish uniform correspondence procedures and style practices
- Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records
- Prepare departmental budget and budget reviews for presentation
- Review administrative, clerical and staff records to ensure completeness, accuracy, and timeliness
- Prepare and/or consolidate departmental activities reports for management
- Coordinate and supervise activities of various administrative, clerical, and support staff within the department
- Effectively manages direct reports including appropriate and timely performance management and development discussions
- Maintain contact with persons in similar roles with internal and external affiliates
- Act as liaison between the manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments
- Bachelor or university degree holder
- With minimum 5 years of extensive experience in providing high level of secretarial / administration support to senior management
- Have strong fluency in English and knowledge in another language is a plus
- Strong background and familiar in using complex functionality in Microsoft application
- Willing to be based and to work in Abu Dhabi