Executive Assistant

lxbfYeaa - Saudi - NEOM

 

OVERVIEW

Position

Executive Assistant

Job Code

 

 

Reports to

Senior Manager Business Services

Direct Reports

None

 

Department

Legal

Division/Sector

Legal

 

Role Purpose

  • Independently supports the activities of the Business Services Senior Manager
  • Acts as a primary point of contact for performance, internal survey….
  • Acts as a primary point of contact for both internal and external parties on all matters pertaining to the Legal Team and the L&C Department.

 

 

KEY ACCOUNTABILITIES & ACTIVITIES

Key Responsibilities

 

  • Serve as the primary point of initial contact on any matter directed to the Legal Team; keep track of incoming issues and the appropriate course of action, referral and/or response.
  • IT/ technology interest
  • Manage the Legal Team’s calendars, including scheduling appointments and meetings, and appropriately prioritizing the most urgent matters.
  • Provide a bridge for smooth communication between the Legal Team and other internal departments, demonstrating leadership to maintain credibility, trust and support with senior management.
  • Receive, screen, evaluate and suggest appropriate responses to correspondence received by the Legal Team.
  • Support the day-to-day activities of the Legal Team, including in connection with management and training, scheduling and prioritizing work assignments, printing and scanning.
  • Prioritize conflicting needs; handle maters expeditiously and proactively.
  • Manage delivery of projects to successful completion, often with time pressure.
  • Manage special programs for the Legal Team, some of which may have NEOM-wide impact.
  • Make and answer telephone calls, including taking messages and communicating information to the Legal Team.
  • Screen visitors and liaise with NEOM security to ensure site access for visitors.
  • Coordinate travel arrangements for Legal Team and visitors, including flights, ground transportation, and accommodation.
  • Prepare reports and presentations.
  • File and organize documents, including keeping a record of matters and agreements, and monitoring key dates for renewals, terminations and other obligations.
  • Organize and prepare for meetings, including gathering documents, drafting and circulating agendas, and attending to logistics of meetings, and record minutes of departmental meetings.
  • Process expenses reimbursements.
  • Prepare and submit internal requests, including in relation to obtaining IT hardware and software for members of the Legal Team.
  • Draft basic letters and other documents for the Legal Department.
  • Oversee the planning and coordination of key special events for the Legal Department.
  • Manage, in conjunction with other departments, visa, and recruitment duties in relation to the Legal Team, including on-boarding new staff members and training new employees where necessary.

 

BACKGROUND, SKILLS & QUALIFICATIONS

Knowledge Skills and Experience

 

  • Ability to multitask and prioritize tasks
  • Excellent time-management skills
  • First-rate organizational skills and ability to coordinate multiple projects simultaneously
  • Strong interpersonal skills
  • Keen attention to detail
  • Excellent verbal and written communication skills
  • Ability to act as gatekeeper and escalate relevant information to executives as needed
  • Ability to work effectively with minimal supervision
  • Discretion and confidentiality
  • In-depth understanding of entire MS Office suite
  • Proven experience as an EA or other relevant administrative support experience

 

Qualifications

 

  • Bachelor’s Degree in business administration or other related field
  • PA diploma or certification preferred, but not essential
  • Five to seven years of executive assistant experience
  • Proficient in English and Arabic languages (written and spoken)

 

MAIN CONTACTS

Internal

External

 

  • CLO, Executive Director, Directors
  • Legal Department

 

 

 

 

 

Post date: 24 Safar 1446 - 29 August 2024
Publisher: Neom Jobs
Post date: 24 Safar 1446 - 29 August 2024
Publisher: Neom Jobs