Executive Assistant – Fixed Term Contract (5 months)

JOB TITLE: Executive Assistant – Fixed Term Contract (5 months)

REPORTING TO: President, MEIA

LOCATION: Dubai, UAE

MAIN PURPOSE

The Executive Assistant will provide temporary support to the Montblanc President, MEIA to help them make the best use of their time by dealing with secretarial/administrative tasks. They will carry out assignments as requested by the President.

KEY RESPONSIBILITIES

Administrative Support

• Manage emails
• Screen incoming calls and correspondence and respond, independently, when possible
• Prepare reports and verbal or written correspondence on behalf of the President
• Draft/write PowerPoint presentation
• Prepare documents, templates as needed by the President
• Acts as custodian of corporate documents and records
• Take dictation; compose and prepare confidential correspondence, reports, and other documents
• Create and maintain filing systems
• Manage special projects at the direction of President
• Perform confidential duties and related special projects using a high level of discretion and personal judgment
• Maintain and coordinate a high volume of sensitive and confidential material
• Prepare and send couriers and other necessary mails, etc.

Organization and Scheduling

• Manage the calendar and schedule appointments (organize meeting, logistic)
• Organize and coordinate business trips for both Directors and prepare expense reports

Office / Employee Coordination

• Prepare internal communication memos
• Prepare announcements for the subsidiary
• Organize team meetings and team building activities
• Organize seminars
• Coordinate market visits from Montblanc Middle East and Montblanc International

Internal Communication

• Act as key contact between the President and the managers/managers’ assistants and other departments
• Ensure distribution flow of information.

JOB PROFILE

Education

BA’s degree

Required experience

3-5 years as Executive Assistant

Technical skills / abilities

Fluent in English

Good knowledge of Office

Personal skills

• Professional attitude, integrity and discretion are essential given the nature of the Department’s work, as well as ability to communicate appropriately at all levels
• Highly flexible and organized person, able to handle last minute changes or requests, multiple tasking
• Task focused, able to meet tight deadlines and set priorities according to business needs
• Attention to detail, respect for procedure requirements
• Strong customer and service focus, solution oriented
• Good communication skills, with dynamic and easygoing personality
• Excellent PowerPoint presentation skills with good level of creativity