Executive Assistant to Senior Management

13 hours ago

Manama, Manama, Bahrain Gulf University, Kingdom Of Bahrain Full time
Job Description
As an Executive Assistant to Senior Management at Gulf University, Kingdom Of Bahrain, you will be responsible for providing high-level administrative support to the President and senior management team. The role involves coordinating meetings, preparing reports, and managing correspondence using Microsoft Office. You will also organize events, arrange travel, and maintain accurate databases to support administrative tasks. Additionally, you will communicate verbally and in writing with internal and external contacts to facilitate communication and coordination.

Requirements
To be successful in this role, you will need a Bachelor's Degree or Diploma in a relevant field, along with at least 2 years of experience in various secretary roles. Excellent English language skills and proficiency in Arabic are highly valued. You must be proficient in computers and able to learn new software applications quickly. Your excellent verbal and written communication skills, attention to detail, and discretion when handling confidential information make you an ideal candidate for this position.

Key Responsibilities
The key responsibilities of this role include:
  • Preparing and managing correspondence, reports, and documents using Microsoft Office.
  • Organizing and coordinating meetings, conferences, and travel arrangements with internal and external contacts.
  • Taking minutes of meetings and distributing them promptly.
  • Implementing and maintaining office systems to ensure efficiency and productivity.
  • Maintaining accurate schedules and calendars for management and staff.
  • Arranging and confirming appointments with relevant stakeholders.
  • Organizing internal and external events as required.
  • Handling incoming mail, packages, and other material in a timely manner.
  • Setting up and maintaining filing systems to ensure easy access to information.
  • Collating information from various sources and databases.
  • Maintaining accurate databases to support administrative tasks.
  • Communicating verbally and in writing to answer inquiries and provide information to stakeholders.
  • Liaising with internal and external contacts to facilitate communication and coordination.
  • Coordinating the flow of information both internally and externally to support decision-making.

Essential Skills and Abilities
The essential skills and abilities for this role include:
  • Knowledge of Microsoft Office and telephone protocol.
  • Computer literacy and ability to learn new software applications.
  • Professional verbal and written communication skills, including typing at 60 wpm.
  • Knowledge of planning and scheduling techniques to prioritize tasks effectively.
  • Ability to communicate effectively, both orally and in writing, with diverse stakeholders.
  • Attention to detail, excellent organizational skills, and discretion when handling confidential information.
  • Knowledge of business principles and practices to support administrative tasks.
  • Proven experience producing correspondence and documents.
  • Proven experience in information and communication management.
  • Attention to detail and accuracy in all tasks.
  • Confidentiality and discretion when handling sensitive information.
  • Planning and organizing skills to prioritize tasks and meet deadlines.
  • Time management skills to balance multiple tasks and responsibilities.
  • Interpersonal skills to build strong relationships with colleagues and stakeholders.
  • Customer-service orientation to provide exceptional support to clients and stakeholders.
  • Initiative and proactivity to anticipate and address administrative needs.
  • Reliability and dependability to meet commitments and deadlines.
  • Stress tolerance and adaptability to work effectively in a fast-paced environment.

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