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


08 Mars 2016 Il y a 7 ans

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Détails de l'opportunité

Régions concernées par cette opportunité: Tunis
Domaines concernées par cette opportunité: Développement économique et social et 2 autre(s) domaines

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.

Critères d'éligibilité

  •  University Degree
  • A recognized secretarial qualification would be useful, but is not essential
  • Fluency in English and German, with excellent written and oral communication skills
  • Knowledge of another language (e.g. French, or Arabic) both written and spoken is an asset
  • Secretarial and administrative experience essential.
  • Excellent organizational skills
  • Attention to detail and eye for accuracy
  • Demonstrates initiative to work independently on day to day basis
  • Ability to prioritize and schedule own work
  • Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task at hand.
  • Ability to use initiative to undertake tasks and projects without guidance.
  • Reliable, flexible, and proactive work attitude; and willing to work overtime as and when required
  • Conscientious, reliable and flexible with a professional, helpful, and cheerful attitude.
  • Strong team player, with the ability to work efficiently and to handle simultaneous assignments involving a wide range of organization-wide contacts
  • Ability to build effective working relationships with stakeholders and colleagues in a multicultural environment
  • Good communications skills, including a pleasant and efficient telephone manner.
  • Excellent interpersonal manner, employing tact and diplomacy.
  • Ability to multi-task while remaining calm and professional and a capacity for hard work.
  • Ability to cope well under pressure.
  • Ability to exercise judgment on and deal discretely with confidential/sensitive information and data
  • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
  • At least 55 wpm typin

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