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Executive Assistant

  • Job reference: ME-005601
  • Sector: Support Services
  • Location: Dubai

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Role and Responsibilities

  • Executive Assistant to Property MD and Property SLT
  • Responsibility for the provision of an efficient and responsive administrative, organisational and logistical support service ensuring that the organisation's policies and corporate processes and systems are consistently applied and adhered to
  • Provide suitable assistance to support the Managing Director’s (MD) work habits and preferences
  • Effectively delegate tasks to senior team on behalf of MD
  • Ensure diary commitments, papers and travel arrangements are managed effectively; troubleshooting problems as and when they occur
  • Filter incoming email and general correspondence and responding or redirecting on behalf of the MD as necessary
  • Screen phone calls, enquiries and requests, and handling them when suitable or directing to appropriate teams
  • Be the first point of contact with people from both inside and outside the organisation; regularly liaise with clients and other colleagues at all levels
  • Organise and attend meetings, ensuring the MD is well prepared, record and distribute minutes
  • Complete research on behalf of the MD
  • Coordinate and arrange domestic and international travel, accommodation and supporting visas
  • Keep an accurate record of papers and electronic correspondence on behalf of the MD and maintain an efficient retrieval system / process
  • Successfully working with senior management and collaborating with colleagues from across the Group
  • Create and oversee the production of MD’s documents, letters, briefing papers, reports and presentations; demonstrating excellent literacy proficiency
  • Efficient maintenance of the MD’s reporting timetable and diary and arranging appointments and related requirements
  • Conduct regular meetings with the MD to review and discuss upcoming events and other requests
  • Organise and coordinate relevant business and social client meetings, functions and events
  • Support Win Work initiative and ensure Property SLT related actions are communicated and closed out
  • Co-ordinate Red GAM AA Stage Gate reviews with Group attendees and ensure timely issuing of review packs. This includes the scheduling and co-ordination of GAM approvals to ensure bids and proposals are issued on time
  • Responsible for co-ordination and issuing of internal communications to the Division from Property MD and SLT. Developing a meaningful and consistent approach to communication across the division to ensure staff are informed on business strategy, organisational structure, opportunities and project wins.

 

Atkins has been established in the Gulf for over 40 years, having first carried out design and supervision commissions in the Gulf area in 1967. The regional head office (Dubai) was established in 1979.

 

We provide a full range of design, engineering and project management services for buildings, transportation and other infrastructure programmes.

 

Atkins in the Middle East now employs around 2,000 staff serving Gulf clients across all market sectors from offices in Abu Dhabi, Al Ain, Doha, Dubai, Jeddah, Kuwait City, Manama, Muscat, Riyadh, Sharjah.



Technical Qualifications

  • Minimum 5 years MD / C-Suite level EA experience
  • Trustworthy and most ensure absolute confidentiality
  • Enhanced communication skills to reflect the organisation's values
  • Awareness of the professional and commercial implications of role
  • Substantive experience having progressed through demonstrating established knowledge and understanding of business administration, and excellent organisation and communication skills
  • Ability to produce professional reports, briefing papers, documents and presentations
  • Strong time management, planning/organising and presentation skills
  • Good level of personal confidence and resilience
  • Ability to lead/manage any office related project in a collaborative manner
  • Ability to manage workload and resources
  • Well-developed communication, negotiation / problem solving skills and ability to understand the needs of different stakeholders
  • Understanding of health, safety and environmental requirements applicable to business/office/site environments
  • Confidence to proactively work unsupervised and using own initiative
  • Clear understanding of the importance of accuracy, and demonstrate this in all your work
  • Excellent standard of proficiency in oral and written communication with strong attention to detail
  • Sound understanding of the main components of Microsoft Office and other role related software packages
  • Good understanding and practical application of customer service principles and practices
  • Good understanding of Atkins financial management procedures
  • Knowledge of the range of services provided Atkins
  • Familiarity and effective use of the organisation's (company) Policies, and corporate systems and processes for delivering tasks
  • Good understanding of the broader Atkins business including having an awareness of the strategic objectives
  • Ability to form effective working relationships with colleagues and clients
  • Working cooperatively and productively with others to achieve results.

 

Salary & Benefits:

 

We offer an excellent package which includes:

  • A competitive salary
  • 22 working days annual leave
  • Medical and life insurance cover
  • Company gratuity scheme
  • Discretionary bonus scheme
  • Annual flight allowance to point of origin
  • Employee Well-Being Programme – 24 hour free advice on financial, legal and family care specialists and also access to personal health, fitness and nutrition consultants

 

Apply and the Process:

 

We are in the process of shortlisting the candidates and will advise you on your status by the mid of June 2017.

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