Senior Executive Assistant

We are the leading provider of worldwide smart end-to-end supply chain & logistics, enabling the flow of trade across the globe. Our comprehensive range of products and services covers every link of the integrated supply chain – from maritime and inland terminals to marine services and industrial parks as well as technology-driven customer solutions.

The Senior Executive Assistant will perform a wide range of administrative and office support activities and aid the Executive team in facilitating the efficient operation of the organization.  

 

KEY ACCOUNTABILITIES

• Be a point of contact of the Americas Regional Office and work closely with Dubai Head office, internal departments, and external parties 
• Liaise with the Office Coordinator to arrange catering orders for meetings, coordinate meeting preparations and clean up as needed 
• Schedule conference rooms for internal and external colleagues and guests 
• Maintains office efficiency by planning and implementing new office systems 
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments 
• Maintaining and updating desk procedures and keeping the Administrative SharePoint updated  
• Maintain professional and technical knowledge by attending educational workshops 
• Supporting C-Level professionals within the regional executive office 
• Must be comfortable communicating with C-Level executives 
• Must be able to multi-task and keep up with a fast-paced environment, strong communication and interpersonal skills, strong problem-solving and highly organized 
• Demonstrate the ability to take initiative, anticipate needs and exercise independent/sound judgment 
• Practice complete confidentiality even amongst colleagues. Manage sensitive matters with a high level of confidentiality and discretion 
• Highly motivated, exceptionally strong work ethic, attention to detail and fully capable of working with high demands and tight timelines while keeping a calm profile  
• Must always keep a professional demeanor in appearance and personality
• Draft, review and send communications on behalf of company executive(s)
• Manage scheduling for company executive(s)
• Draft, review and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for company executive(s)
• Excellent time management skills
• Maintain confidential files and contact information 
• Maintain Executive offices and meeting rooms 
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel
• Exceptional writing, editing, and proofreading skills
• Excellent communication skills verbally and written with the ability to read, write and 
• communicate in the English language 
• Manages complex calendar management  
• Minimum of 5+ years of proven working experience as an executive assistant in an international setting
• Must have strong technology exposure such as online portals to book travel 
• Strong background of arranging domestic and international travel, including flights, hotels, car transfers, car rentals, visa requirements 
• Experience with Passport and Visa application processes 
• Schedule high-level meetings, conferences and calls for inside and outside acquaintances  
• Coordinate travel arrangements for executives in the regional office
• Be easily assessable for after-hour travel, scheduling, and other needs 
• Tracks vacation time of the executive and their direct reports 
• Support senior management onboarding and mobility 
• Event planning for large groups for both domestic and international venues, including obtaining the venue, conference space, hotel reservations, individual and/or group transfers, dinner venue and reservations, supplies for the event 
• Onsite and off-site