Executive Assistant

Role Overview:

The Executive Assistant provides comprehensive administrative support to the Chief and the Operations department with excellent communication skills, exceptional multitasking abilities, and a keen attention to detail. The Executive Assistant will play a crucial role in facilitating smooth ensuring procedures, processes and priorities are adhered to and in accordance with Osool's policies and guidelines.

Key Responsibilities:

Office Administration and Communication:

Act as a primary point of contact between Chief, executives, GMs of each cluster and external stakeholders.

Draft, review, and edit correspondence, emails, reports, and presentations on behalf of the Chief.

Facilitate speedy interactions for processing time sensitive documents that requires the Chief approvals such as PR approvals.

Perform general administrative tasks, including answering phones, managing office supplies, and coordinating office maintenance.

Calendar Management:

Coordinate and manage complex schedules, appointments, and meetings for the COO.

Anticipate scheduling conflicts and proactively resolve them to optimize COO time.

Travel Coordination:

Coordinate with Human Resources to follow up with business trip requests.

Arrange domestic and international travel, including flights, accommodations, and itineraries.

Collate Chief travel expense claims and manage and follow up with the reimbursement process.

Translation Support:

Provide translation support from English to Arabic and vice versa for a variety of documents, including letters, reports, presentations, and official correspondence.

Ensure accuracy and maintain the intended meaning during the translation process.

Collaborate with external translation services when necessary to meet language requirements.

Financial Management:

Manage and track invoices, purchase requests, and receipts in collaboration with the finance and procurement teams.

Ensure accuracy and compliance of the invoices submitted with Osool guidelines.

Adhere to Osool ERP procedures and ensure keeping up with system changes or updates.

Manage petty cash flow and the coordination with the finance team.

Filing Management:

Maintain and regularly update both physical and digital file systems.

Administer shared folders and ensure they are accurately updated and filled.

Confidentiality:

Maintain confidentiality around sensitive documentation received or have access to, to ensure compliance security and processes are adhered to.

Qualifications:

Bachelor's degree preferably in English language/ translation.

Minimum of 3 years of equivalent work experience as an executive assistant or in a similar role.

Exceptional organizational and time management skills.

Strong written and verbal communication skills in both English and Arabic.

Proficient in Microsoft Office suite specifically Power Point and Excel.

Ability to work independently and collaboratively in a fast-paced environment.

Discretion and professionalism when dealing with confidential information.

Flexibility to adapt to changing priorities and deadlines.