Rethink
Job description / Role
Executive Assistant-Must be fluent in English, Arabic and French
Key Responsibilities of Executive Assistant:
• Maintain calendars – arrange, coordinate and prioritize complex scheduling and logistics of the organization and managing the activities of the Managing Partner (MP), including assistance with event set up.
• Provide telephone coverage – answer executive phones, take accurate messages, handle urgent calls with appropriate judgment.
• Coordinate with office personnel, clients, suppliers / contractors for any major activities or meetings with the MP / SMT (Senior Management Team) send meeting confirmation emails; prepare and distribute meeting materials.
• Conduct extensive online and off-line research as requested.
• Compose and type agendas, minutes of meetings and correspondence for special events, board meetings, committee meetings and development activities.
• Attend all management meetings, prepare and maintain minutes of meetings, monitor and follow-up on timely delivery of actions points following management meetings.
• Marketing: oversee input, updating and maintenance of website, social media platforms.
• Responsible for handling all travel arrangements (domestic and international) including hotel accommodations, airline reservations, rental cars, off-site meeting venues, itineraries, and agendas for all entities.
• Prepare expense reports for the management.
• Handle special projects for the management.
Standard duties:
• Maintain confidence of sensitive corporate and personal information of the management.
• Provide project management assistance and support for the company operations.
• Provide assistance to the Management – eliminating inconveniences and distractions that can affect their productivity, efficiency and effectiveness.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the MP’s ability to effectively lead the company.
• Monitoring and screening office maintenance and security.
