executive assistant

2 weeks ago

Bahrain Gulf Air Full time 9,000 - 12,000 per year

MAIN DUTIES AND RESPONSIBILITIES:

  • Manage VPs' daily calendar and schedule, duly handling all requests and demands from both internal and external stakeholders, while maintaining administrative and strategic priorities of the department.
  • Assist the extended staff and teams in the VPs' and directors' departments, including destination development, sales and marketing, and customer service and operations, with any work or tasks required.
  • Assist the VPs in documentation and execution of weekly and daily action plans including meeting requests, reminders and follow-ups and co-ordination across internal and external stakeholders of the department.
  • Assist in documentation of key takeaways for stakeholder meetings attended with the VPs.
  • Handle the incoming and outgoing correspondence and documents of the Management's office in strict confidential manner.
  • Prepare all correspondence and documentation for signatures of the VPs' in accordance with house style and within specific time limits.
  • Delegate and follow up activities to ensure matters that do not need the VP's attention are actioned.
  • Receive guests at the VPs' office to represent a good image and maintain relations.
  • Monitor and organize stationery for the VPs' office to ensure adequate supplies are always available.
  • Monitor and organize the conference rooms schedule.
  • Act as a coordinator for the respective department in various daily tasks including new joiner induction process, airport gate passes process, stationery requirements, visitors' requirements, duty travels and any other administrative matters.
  • Coordinate travel arrangements, including flight reservations, hotel bookings including any ground transportation and meeting schedules in the visiting geography.
  • Maintain and monitor a list of action items as instructed by the VPs aligned to key priorities and objectives on a weekly, fortnightly and monthly basis.
  • Maintain a list of key internal and external stakeholders as per guidance from the VPs.
  • Promptly answer calls, messages, and requests after screening them and responding as needed as guidance from the VPs and strategic priorities of the department.
  • Update and distribute a variety of intricate papers (such as reports, contracts, policies, and other organizational documents) with discretion and in line with confidentiality guidelines.
  • Collect intra-departmental management report based on the periodicity defined for such reports and keep them ready in a printable or digital format as per the preference of the VPs.
  • Provide administrative assistance for executive meetings, committee meetings as well as personnel meetings to aid in smooth management and execution of the department.
  • Carry out any other tasks and responsibilities defined by the VPs and management.

EDUCATION AND OTHER QUALIFICATION & WORK EXPERIENCE REQUIREMENTS:

  • Bachelor's degree in business administration, marketing, commerce, or project management.
  • Minimum 3+ years of experience in previous roles in managing administrative and executive tasks.

SKILLS AND COMPETENCIES REQUIREMENTS:

  • Proficiency in ERP software, knowledge of graphics, video conferencing software, web page creation and editing software, word processing software, HR software, and procurement software is desirable, not mandatory.Expertise in Microsoft Office, Excel, and PowerPoint tools are a must.
  • Strong verbal and written communication, time management, and project management.Proficiency in both Arabic and English language is a must.
  • Expertise in time management, minute taking and prioritization of tasks while being able to be multitasking and be detail oriented.

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