PA to CEO

Job description:Job Purpose

Reporting directly to the CEO, the Personal Assistant/Executive Assistant (PA/EA) provides executive support in a one-on-one working relationship. The PA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The PA also serves as a liaison to the board of directors and senior management teams. The PA must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.The role serves as an Office Manager for the CEO Office; which requires end to end Executive Admin Support Services.

Key Accountabilities

Personal Assistant's Role:

• Responsible for managing an extremely active calendar of appointments for the CEO.Prioritizing conflicting needs; handling matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.Responsible for arranging complex and detailed travel plans, visa and accommodation, itineraries and agendas; and compiling documents for travel-related meetings and conferences within the region/overseas as required.Responsible for scheduling on behalf of the CEO meetings between him and his direct reports and the committees and groups to which he is a member.Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.

Board

• Serve as the CEO's administrative liaison to NBF's Board of Directors maintaining a good relationship with the Board Members and their offices to provide support to the CEO in achieving his objectives.Maintain discretion and confidentiality in relationships with all board members.Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.

Board Meetings

• Prepare board calendar and agenda items to be covered at each board meeting during the year.Liaise with the Board Secretary to schedule meetings as per the scheduled calendar. Prepare agenda in conjunction with the CEO; follow up on various presentations and board approval papers from relevant stakeholders to adhere to timelines.Manage logistics at the Board room and ensure arrangements are in order on the day of the Board Meeting.Post meeting, follow-up up with the Board Secretary for minutes; send extracts of board approvals to various departments and finance and maintaining a file of all original signed minutes at the CEO Office & Co-ordinating with the Board Secretary for other Board Approvals/Board Resolutions by circulation.

Board Audit Committee (BAC)

• Assisting the HoIA with timely distribution of the BAC meeting packs and monthly updates to the BoDs, co-ordinating between the Board Secretary and HoIA for minutes and maintaining a file of all original signed minutes at the CEO's office.

Board Risk Committee (BRC)

• Responsible for scheduling BRC meetings (quarterly) in conjunction with the CEO & CRO and assisting the CRO in timely distribution of packs.Responsible for managing logistics and ensuring arrangements are in order on the day of the BRC Meeting.Assisting the CRO with minutes of the meeting and maintaining a file of all original signed minutes at the CEO's office.

Mancom Meetings

• Responsible for arranging 4 Mancom meetings per month (2 Action Based Planning Mancom to track progress of various initiatives/projects of the Bank; 1 Balanced Scorecard focussed Mancom and last regular Mancom to track housekeeping matters).Preparing & circulating the agenda/pack, minutes, circulating draft and compiling comments; finalising and maintaining proper records of final minutes and forwarding extracts of approvals to relevant departments.

Other Accountabilities

IT Steering Committee (ITSC) Meetings

• Setting up monthly ITSC meetings. Assisting the HoIS&T in uploading the pack on SharePoint;
• Preparing minutes, circulating draft and compiling comments; finalising and maintaining proper records of final minutes.

Offsite Management Meetings

• Responsible for organising and managing the offsite management meeting (three each year) for the senior management of the bank, including finalising the venue, negotiating pricing, prepare/circulate agenda and ensure smooth running of activities for the event.
• Allocate tables with a proper mix of staff from various departments for effective group discussions; prepare table names; name tags and layout/set up and ensure logistics like availability of multimedia, flip charts, name tags, grouping of the attendees, etc.
• Post offsite timely upload presentations on SharePoint and compile feedback from various discussions/exercise sessions at the meeting for further action.

Town Hall Meetings

• Responsible for arranging and coordinating two Town Hall meetings each year in Dubai, Fujairah and Abu Dhabi for all Bank staff.
• Responsibilities include sourcing venues, negotiating rates and finalizing venues/contracts, sending invitations; co-ordinating with HR for the staff list, follow up with Department Heads for attendees list for final nos.
• Prepare agenda in conjunction with the CEO & other management members; follow up on various presentations from relevant stakeholders to adhere to timelines and collate all presentation for smooth running of the event on the day.
• Liaise with the Event Manager to arrange logistics and set up; co-ordinate with corporate communications for PR materials for display at the venue.
• Assist the CEO in organizing the event as per the Agenda and co-ordinate with the Event Manager at the venue to ensure smooth running of the meeting and upload presentation on SharePoint.

Skip level department meetings with the CEO

• Responsible for arranging skip level department meetings for all bank staff to meet with the CEO once a year.
• Schedule and arrange logistics of all the meetings as per the CEO's active calendar.

Provide assistance to the CFO / Finance

• Provide admin support to the CFO to schedule meetings, arrange meeting rooms, printing, etc.
• Co-ordinate with Finance to print and collate papers for External Audit requirements.
• Print, collate, bind and timely dispatch of MIS & Performance Highlights to the Board on a monthly basis.
• Follow up with Credit and Remedial to provide quarterly updates to the Board along with MIS.
• Printing of Quarterly and Annual results, press releases etc and timely dispatch of documents to the Board; co-ordinating with the Board Secretary to seek approval from the Board for release of results to the public and corporate governance within the given timeframe.

Other Accountabilities

Budget and Strategy Meetings

• Responsible for planning and scheduling budget sessions for various department in conjunction with the finance team.
• Responsible for logistics, arranging lunch on all the days and ensuring smooth running of all the budget sessions as per plan.

General Admin Support:

External Auditors & Central Bank Examination teams

1. Provide assistance in scheduling meetings with the external bodies / regulators.
2. Provide all governance committee minutes and supporting documents to the auditors quarterly.

Assistance to Mancom Members

• Provide assistance to Mancom members for submission of papers to the CEO.

Assistance to HR and Training & Development Manager

• Provide assistance to HoHR and T&D Manager to co-ordinate vendor meetings/presentations for Mancom.

Co-ordinate with Head Hunters to plan and schedule interviews for Senior Management position in conjunction with the CEO & other Mancom members; arrange bookings, hotel stay, sourcing and booking meeting rooms for interviews, etc. and ensuring smooth running of interviews as per plan.

Custody of Personnel files (CEO & Direct Reports)

• Responsible for safe custody of all HR personnel files of the CEO and his Direct Reports.
• Maintaining confidentiality as exposed to confidential and sensitive data; required to demonstrate a high level of tact and integrity due to the critical nature of information.

Compliance and CEO Office Filing System

• Maintain a proper filing system.
• Maintain all correspondence from Central Bank.
• Maintain packs and minutes of Board meetings; BAC meetings; BRC meetings; Mancom meetings; ITSC meetings, etc.

Office Management & General Administration

• Responsible for receiving guests and ensure guest meetings with the CEO are well taken care of.
• Responsible for maintenance of the CEO's office, reception areas and meeting rooms.
• Provides support to meeting organiser to set up projector/video conference and other facilities in the Board/Conference rooms.
• Responsible for ordering and maintenance of office stationery, panty stock and CEO Office petty cash float with proper vouchering.

Administrative responsibilities of CEO Office Staff

• Responsible for one messenger and CEO's driver.
• Responsible for the driver's duties in conjunction with the CEO's active calendar and ensuring that he has all the information required for the various meetings, location maps, etc.
• Responsible for their leave; co-odination with P&S for arranging cover during their absence.
• Responsible for mentoring, counselling and providing guidance in their day to day job to ensure optimal utilisation of their time and knowledge.

Job Context

Serves as a Confidential Secretary to the CEO, whilst maintaining the highest standards of Office Administration.

EducationDegree Experience and Skills

University degree with 10 years in secretarial / personal assistant role

Technical CompetenciesBehavioural CompetenciesChange and Innovation - Basic Communication - Basic Evaluating and Solving Challenges - Basic Results Orientation - Basic Working and collaborating with others - Basic