IFS Hiring for Executive Assistant to the Regional President Job at Dubai Full Time

IFS is a billion-dollar revenue company with 5000+ employees on all continents. We deliver award winning enterprise software solutions through the use of embedded digital innovation and a single cloud-based platform to help businesses be their best when it really matters–at the Moment of Service™.

At IFS, we’re flexible, we’re innovative, and we’re focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society’s greatest challenges, fostering a better future through our agility, collaboration, and trust.

We celebrate diversity and accept that there are so many different perspectives in this world. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view.

By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.

We’re looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs.

If you want to change the status quo, we’ll help you make your moment. Join Team Purple. Join IFS.

Job Description

The Executive Assistant will be supporting our Regional President for APJMEA as well as other senior leaders with various administrational tasks.

In this role, you are the first point of contact with an overview and control of all activities and tasks impacting the stakeholders you support. A thorough hands-on administrative, practical and coordinating role to ensure daily activities run as uninterrupted as possible.

As EA you will be building a large network of contacts in the organization and outside and for all practical purposes and responsible for planning and executing meetings and travel arrangements for the leader.

The role includes

• Keep control of all activities and task in the leader’s calendar (Outlook) at all times, including coordinating changes as they happen.
• Take charge of and be accountable for all travel arrangements to be booked via our travel portal ; flights and other types of transport, hotels, dinner-arrangements etc.
• Travel is sometimes complex and may include other leaders attending all or part of the journey. You may be asked to accommodate to the needs of these leaders.
• Visa-applications and other travel documents needed will be your responsibility to obtain.
• Ensure all reimbursements (travel and others) are managed according to internal policies and rules.
• Prioritize, structure and be in control of e-mails; reply on behalf of where needed and in agreement with the leader, on occasion support with large-volume distributions when asked.
• Responsible for various social media coverages such as Linkedin and other platforms on behalf of the leader.
• Responsible for minutes from meetings, including follow up actions in agreement
• Some tasks and assignments for internal communication in cooperation with Marketing, HR and other relevant functions
• Occasionally support other leaders during holidays etc.
• To be successful in this role, you are a person who;
• Takes initiative with minimal supervision and comfortable with dealing with changes and uncertainty
• Is dedicated to the quality and accuracy of projects from inception to completion
• Reliable, trustworthy and ability to always maintain confidentiality
• Can manage a heavy workload with strict deadlines
• Excellent organisational skills with the ability to prioritise, multi-task and co-ordinate workloads and work under pressure to meet deadlines
• Excellent time -management skills
• Flexible and willing to take on ad-hoc tasks
• Give exceptional service, always solution oriented, regardless of the situation that may occur.
• Pro-active in your approach – always one step ahead in your planning.
• You are self-sufficient , calm and patient under pressure
• You are comfortable working outside of office hours if and when needed.

To be successful you will

• Have worked in a similar role for Executive Level stakeholders, in the software/technology industry an advantage
• Have excellent written and verbal communication skills in English and another APJMEA regional language would be an advantage
• Excellent skills in MS Office, particularly Outlook