(Offre en anglais ) Maghreb Economic Forum recrute Executive Assistant Retour vers les opportunités

Role Overview

The Executive Assistant is responsible for administrative support and secretarial assistance to the MEF team, including to the Director, Senior Managers, Managers, and other support staff as and when required. The role is responsible for the smooth running of the managers’ business activities including travel planning and expenses, record-keeping of internal and external meetings, timely management of correspondence, etc.

For this role to be successful the Executive Assistant needs to interact across the whole of the MEF team up to and including Managing Directors and where applicable the different stakeholders & service providers.

Key Responsibilities and Deliverables

•  Carry out all secretarial and administrative duties for Managers to enable smooth running of the office.
• Take minutes at meetings ensuring all key points are captured, summarized and effectively presented to the manager.
•  Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
•  Prepare Powerpoint presentations and other material for meetings / committees
• Correspondence – drafting, checking and/or proofreading as needed
•  Obtain the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner.
• Draft routine business correspondence for Director’s signature. Prepare, draft and check team documentation ensuring quality management control.
•  Organize and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information.
•  Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
•  Manage and coordinate conferences and events by being well organized, paying the utmost attention to detail and trouble-shooting in advance and on the day to ensure that all runs smoothly and on time.
•  Responsible for arranging all elements of travel according to the MEF’s policy and claiming expenses in a timely manner to ensure the Director does not incur any unnecessary delays in receiving payment.
• Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
•  Organize and coordinate internal departmental events ensuring they are professionally managed to a high standard.
•  Maintain Contact Database.
•  Depending on the Team/location may be responsible for the team’s sick record by updating absences, ensuring an accurate and up-to-date record is available.
•  Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
• May act as departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery coordinator.
•  Process consultancy contracts/legal documentation and liaising with consultants, and outside lawyers as directed by the Director.
•  Provide secretarial cover during absences and provide handover notes to ensure a smooth transition upon departure.