Job details
Job Req Number: 90745 Time Type: Full Time Role Summary: As the Senior Business Administrator, you will serve as the key support resource for both the Director of Operations and the Managing Director, overseeing their schedules, communications, and essential administrative functions. This role demands exceptional discretion, organizational prowess, and the ability to manage and prioritize complex tasks efficiently. You will play a critical role in ensuring the seamless execution of executive-level initiatives, enabling the Director of Operations and Managing Director to concentrate on strategic objectives. The position combines executive administration, project coordination, and relationship management, requiring a dynamic and proactive approach. Key Responsibilities:
- Manage both the Director of Operations and the Managing Director’s calendar, including scheduling meetings, coordinating travel arrangements, and ensuring timely preparation for key engagements.
- Manage and track all action items recorded in meetings to ensure tasks are completed and closed out.
- Act as the gatekeeper, managing and prioritizing incoming communications, emails, and requests, and providing thoughtful responses where applicable.
- Prepare, review, and refine executive presentations, reports, and documents for internal and external stakeholders.
- Assist both the Director of Operations and the Managing Director in managing strategic projects, tracking milestones, and ensuring deadlines are met.
- Organize and coordinate high-level meetings, including preparing agendas, distributing materials, and capturing and following up on action items.
- Oversee office administration and manage logistics for executive events, such as board meetings, leadership summits, and offsite planning sessions.
- Draft, edit, and proofread correspondence, memos, and other communications on behalf of both the Director of Operations and the Managing Director.
- Maintain confidential files, records, and executive documentation, ensuring sensitive information is securely handled.
- Support budget management activities, including tracking expenses and preparing financial reports related to executive operations.
- Conduct research and gather insights to support both the Director of Operations and the Managing Director’s decision-making process.
- Assist in organizing both the Director of Operations and the Managing Director’s personal commitments, balancing professional and personal scheduling requirements.
- Proactively identify areas where executive support can be improved and recommend process enhancements.
- Bachelor’s degree in Business Administration, Communications, or a related field preferred.
- 5+ years of experience in an executive assistant role, preferably supporting C-suite executives.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
- Fluency in English is required. Arabic is advantageous.
- High level of discretion and professionalism in handling sensitive information.
- Strong organizational and multitasking abilities with a keen attention to detail.
- Exceptional communication skills, both written and verbal. Ability to anticipate needs and proactively address them.
- Effective time management skills, capable of working under pressure in a fast-paced environment.
- Proven ability to work independently and handle multiple priorities.
- Strong interpersonal skills with the ability to build relationships at all levels.
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