ROLE : Reportingdirectly to the CEO, the Executive Assistant also providesexecutive, and administrative support to the Senior Leadership Team(SLT) and People + Culture (P+C) Team.
Responsibilities includemanaging calendars, making travel arrangements, taking minutes andother organizational tasks. To be successful in this role, youshould be well-organized, have great time management skills,excellent soft skills and be able to act fairly independently.
Atthis level, you will be able toprovide : ExecutiveSupport
Be the righthand of the CEO and assist with daily administrative duties andcomplete a broad variety of administrative tasks that includemanaging an active calendar of appointments;
completing expensereports; daily time sheets, compose and prepare correspondence;arrange complex and detailed travel plans, itineraries and agendas,arrange off-site meetings, and compile documents formeetings.
Oversee SLT's annual leave.Keep track of the whereabouts of the SLT.
Execute travel and accommodation arrangements forSLT
Manage executives' calendars andset up meetings
Liaise with the GlobalCEO's Executive Assistant regarding meetings, calls,etc.
Administratively support P+C director on visas andinsurance for H+K METIA employees
Act as afirst point of contact for new joiners re their visas and medicalinsurance, draft documents required and support in the applicationprocess
Book flights and hotels for newjoiners from abroad. Liaise with them on all aspects of relocationand be their 'go-to' person.
Provide induction to new joiners on visas and insuranceduring onboarding
Liaise and follow up withPRO
Keep records of expiry dates for all staffpassports and visas and act promptly for renewals / cancellations
Update insurance records as andwhen staff join and leave
Secondary Support :
Actively participate in yearly negotiationswith brokers for medical insurance along with CFO.
All paperwork for KSA multi-entry visit visas
Oversee Office Managers, Office Assistants andReceptionist's by being their 'go-to'person
Act as the point of contact amongexecutives, employees, clients and other externalpartners
Support on travel and accommodationarrangements for H+K METIA employees, both business andpersonal
Provide general administrativesupport
Musthave strong interpersonal skills and the ability to buildrelationships with stakeholders, including staff, SLT, clients andcandidates
Confidence to seek input andresponse from senior staff
Ability to workacross multiple teams and countries
Able tomulti-task, work swiftly and meet deadlines
Excellent management and problem-solvingskills
Ability to use various softwares,including word processing, spreadsheets, databases, andpresentation software
Excellent writing,editing, grammatical and organisational skills
High level of attention to detail
Ability to work independently and with professionaldiscretion
Minimumof 5 to 7 years' experience. Experience in thecommunications industry would be an advantage
Proficiency in Windows, including MS Word, EXCEL andPowerPoint