Executive Assistant (Contract)

Job Description

The Executive Assistant supports a C-Suite Executive in day-to-day office management and actively manages expectations. This role is responsible for direct support and coordination of a broad range of administrative and office management functions required for the ongoing effectiveness of a C-Suite Executive. The Executive Assistant should display strong interpersonal and communications skills, with a high degree of intellectual acuity to handle complex business and technical issues. The Executive Assistant will report directly to their assigned executive while developing and maintaining distinct relationships. Preference given to candidates who reside in Dubai or Europe. Must be able to be on ground for business travel trips of 1-2 weeks throughout the year. 2-3 weeks on ground in Riyadh in June and 2 months on ground in Riyadh is anticipated for October-December 2023. Anticipated dates of role: June 1 2023 — January 31, 2024, with possibility of extension.<br><br><strong>Responsibilities:<br></strong><ul><li>Serve as primary contact and information source for Executive; utilize discretion in the intake and dissemination of information. </li><li>Collaborate with Executives and Production Leadership Teams to determine priorities and project objectives. </li><li>Manage all aspects of Executives’ extensive daily calendars (appointments, meetings, conference calls)</li><li>Including the arrangement of domestic and international travel with transportation to and from all points with corresponding itineraries, contact lists, and agenda</li><li>Take minutes, compile data, create presentations, follow up on projects, and complete reporting for Executives’ review. </li><li>Organize and support Executives’ daily activities: e.g., reminders, folders, to-do lists, research, and notes to accompany all appointments and events</li><li>Maintain extensive contact database</li><li>Conduct research, including Internet sources, to acquire background material in support of projects. </li><li>Work quickly and efficiently; remain flexible to shifting priorities; be a resourceful and nimble problem-solver. </li><li>Confirm agreed-upon goals in order to establish priorities and maintain superb follow through on all projects</li><li>Monitor a variety of important projects and events with others in the Company, including individual</li><li>Review proposal/reports and facilitate delivery of information to Executives; follow up to obtain required information. </li><li>Coordinate activities and functions with other members of the Executives’ office</li><li>Expense account reconciling on a timely, regular basis to meet accounting department monthly deadlines. <br><br></li></ul><strong>Qualifications: <br></strong><ul><li>Proficient in Microsoft Office software including Word, PowerPoint, and Excel</li><li>Able to handle time-sensitive and confidential projects as requested or required. </li><li>Strong Verbal and written communication, including presentation building in PowerPoint. </li><li>Excellent writing, editing, proofreading, and verbal communication skills. </li><li>Track record of successfully managing a complex and fast-moving environment. </li><li>Ability to effectively interface with and support executives, clients, and production team members from diverse experiences and backgrounds. </li><li>Creative in managing priorities and exercising distraction control. </li><li>Experience in booking and managing complex domestic and international travel. </li><li>Basic knowledge of accounting, finance and expense procedures. </li><li>Understands attention to detail, but looks at bigger picture strategy and can connect the dots</li><li>Problem solving and seeks out answers</li><li>Proactive critical thinking and time management. </li><li>Arabic speaker/written Arabic preferred but not required</li><li>Bachelor’s or associate’s degree in business, communications, event management/production or similar, and 5 or more years of professional work experience. </li><li>Past experience supporting a C Level suite executive, preferably within the entertainment or live event space. </li><li>Ability to work remotely, productively across time zones for calls and meetings. <br><br></li></ul>We’re an award-winning Live Event Agency and for 15 years we’ve been collaborating with innovative global brands, creating some of the most talked-about events and activations. With each project’s success, we pushed our ambition further, in search of new adventures, and greater challenges.<br><br>Our pursuit of advancement is what has motivated us since day one and what propels us to continue innovating. Our track record has allowed us to grow from a few friends with a vision, into a dynamic full-service team, collaborating with hundreds of clients on award-winning work.<br><br>Together, we advance what’s possible.<br><br><em>We at productionglue celebrate diversity and are committed to fostering an inclusive space for all employees. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, (dis)ability, age, or veteran status.</em>