Summary

Support the department’s Managing Director, Executive Director, Directors and Sr Managers in the following areas of responsibilities:

1.         Executing day-to-day activities, administrative tasks, projects, and ad-hoc requests from Directors and Senior Managers

2.         Managing internal and external interfaces, such as other NEOM/ENOWA departments and government entities and other stakeholders

3.         Assist in developing and executing department external engagement strategy

4.         Manage all the administrative needs for the MD, ED, Director, Sr Managers and team as assigned and required.

Position description and responsibilities

Stakeholder management       

• Managing Executives’ calendars and set up meetings.
• Support the Business Lead/Manager in administrative tasks.
• Make travel and accommodation arrangements for MD, ED’s and Directors
• Format information for internal and external communication – memos, emails, presentations, reports.
• Manage administrative interface issues between the internal departments and external groups like Joint Ventures.
• Support new joiner in arriving , training/overviews in ENOWA , Be a ‘buddy’.
• Cover support for other Business Specialists when needed
• Do online research on distinct topics given by the Executives.
• Maintain broad knowledge of the company procedures and policies
• Ensure all corporate communications are cascaded down to the department
• Managing information flow in a timely and accurate manner.
• Oversees the planning and coordination of team events and workshops.
• Provides assistance in the understanding and interpretation of NEOM policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
• Collaborate and communicate successfully with other entities outside of the sector/department. Act as a positive representation of the sector/department to the stakeholder universe
• Compile reports about particular incidents, events, or updates about important issues (projects, issues, opportunities) for the sector/department. Promptly respond to incidents and other events as necessary
• Attend team meetings and taking minutes, be accountable for the to-do list, and attend other meetings as instructed by the ED & Director.

Project and challenge management (structural/ad hoc)         

Building and maintain relevant knowledge of the energy sector and the specific department Domains

Prepare, Monitor, coordinate and communicate the strategic/tactical agenda of the department.

Identify communication channels and target audiences to place key messages

Knowledge, Skills and Experience

• Good written and spoken English
• Professional IT skills including complete understanding of MS Office Suite – Outlook, Word, Excel
• Experience in business travel bookings, accomodations and calendar entries
• Excellent verbal and written communication skills, both written and verbally with different audiences
• Ability to step into a fast-paced environment and willing to take on new challenges
• Experience in working under little supervision once Mentorship is complete with Business Lead
• Ability to meet deadlines and deliver quality output
• Participate in Team meetings and discussions as needed
• Proactive problem-solving
• High personal energy, active approach with a can-do mentality
• Flexibility to work in the unstructed environment of a start-up
• Working in high-stress situations
• Thoroughness
• Proactiveness
• Collaboration skills
• Customer-oriented attitude
• Ability to establish and nurture beneficial business relationships
• Self-motivated with a willingness to take initiative and solve complex problems
• Capability to negotiate with and influence others
• Analytically and mathematically minded to analyze data and create necessary reports
• Ability to thrive in a fast-paced and sometimes high-pressure environment

Qualifications

• 2-3 years work experience of being an Executive Assistant or within a Customer Facing company
• Bachelor Degree Minimum or 25+ years of experience