Temporary Executive Assistant – Float

Inspire Selection - Dubai
Temporary

We are looking for a dynamic, driven Executive Assistant, maternity cover float, to provide executive administrative support on an ad-hoc basis, or a temporary basis, for a team of Managing Directors and Partners, taking full responsibility for the maintenance of a demanding schedule, as well as supporting with the RfP process, specifically managing leads.

The role consists of covering MDs and Partners, with multiple support at a time as well as provide support and coverage to internal functions.

Responsibilities

  • Primarily providing vacation cover, or last-minute sick cover, to other Executive Assistants which entails the following:
    • Managing and maintaining busy outlook calendars highlighting potential conflicts, inputting travel data, conference calls, meetings etc.
    • Developing working relationships with external clients and their assistants to facilitate the information flow and scheduling process
    • Maintaining and developing working relationships with various support staff members to maintain information flow and scheduling process
  • Responsible for back up support and cover to our internal functions,
  • Responsible for owning the RfP process from start to finish by liaising with the consulting team and various departments, & meeting submission requirements and deadlines
  • Organizing and scheduling client and internal meetings and events; prepare logistics/equipment arrangements
  • Coordinating meetings, arranging conference calls, reserving conference rooms, organizing catering
  • Where appropriate preparing and circulating meeting agendas and materials, attend meetings, take, and distribute meeting notes, follow up on action items
  • Providing administrative support to PA events: prepare invitation mailings, manage responses, arrange catering, venues and on the ground support
  • Preparing weekly timesheets and expense reports
  • Maintain highest level of internal and external confidentiality

Requirements

  • A minimum of 4-5 years’ experience in a fast-paced environment supporting senior executives as an EA or PA
  • Strong service orientation
    • Maturity and flexibility to work both independently and in cooperation with others
    • High level of self-motivation and initiative
    • Willingness to exercise good judgment and make decisions based on logic and common sense
  • Excellent organizational skills
    • Ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner
    • Superior attention to detail and accuracy
    • Follow through/ownership of tasks to completion
    • Willingness to consistently check and double-check all aspects of executives’ schedule (including travel, client meeting preparations and materials)
  • Ability to multi-task and complete a variety of projects in a fast-paced environment
  • Ability and willingness to work overtime on projects and tasks as required
  • Knowledge and experience of the Middle East and local practices
  • Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook
  • Organizational skills: ability to handle competing priorities and to work effectively in a challenging, fast-paced environment
  • Service-orientated, flexible, attentive to detail team player
  • Ability to respect all information as personal and confidential

Thank you for your interest. All applications are viewed and evaluated according to the role requirements. We aim to contact shortlisted candidates within 2 weeks. As we often receive a high volume of applications, we are unable to reply to everyone. If you have not heard back from us within 2 weeks, please consider your application unsuccessful. (ZLC)

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