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Hiring For Executive Assistant in Dubai

Atkins Middle East
Dubai, UAE

The Role
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.

Requirements
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.

About the Company
Atkins is one of the leading providers of professional, technology based consultancy and support services to the industry, commerce and governments in all of the worlds major economies. With over 17,000 staff operating in Europe, the Middle East, Asia Pacific and the Americas, Atkins has a broad range of skills and resources and provides Clients with a comprehensive service throughout the entire life cycle of the projects in the built environment.

We aim to be the international first choice supplier of technical and integrated services. Shaped by our customers’ needs, our vision is to: focus on quality seek world class design and excellence strive to add value be flexible to the evolving needs of a changing society

Atkins first carried out design and supervision commissions in the Gulf area in 1967. From its regional head office in Dubai, U.A.E. Atkins Middle East now employs over 2000 staff located in Dubai, Abu Dhabi, Sharjah, Oman (Muscat ), Qatar (Doha) Bahrain (Manama), Kuwait (Kuwait City) and India (Bangalore).