Executive Assistant

Business Unit: ICD - Islamic Corporation for Development

Division: Not Applicable

Department: CEO Executive Office (ICD)

Contract type: Regular Staff

Role Purpose:

The role entails efficiently coordinating and organizing all activities within the CEO's office for smooth daily business operations. It is focused on providing essential administrative and secretarial support to enhance the CEO's workflow, along with diligent interaction with stakeholders when needed.

Key Functional Accountabilities and Activities:

Office Administration and Secretarial Services:

Manage and maintain CEO’s calendar including scheduling appointments, internal/external meetings and conference calls.

Take lead with the respective function regarding the automation and digitalization of activities related to the CEO Executive Office to ensure efficiency and roll modeling the digital transformation in the ICD.

Coordinate with the concerned functions to plan CEO Missions inside and outside the headquarter.

Draft emails, reports, memos and other business correspondence as instructed by the CEO.

Prepare agendas for meetings, briefing materials and presentations as needed to support the CEO.

Ensure efficient tracking and follow up of the action items resulting from and addressed by the CEO.

Secure appropriate signatures and track documents through the approval process on behalf of the CEO.

Serve as the custodian for all documentation being managed within the Office of the CEO by maintaining an archive for critical documents and ensure ease of reference for subsequent use.

Coordinate the logistics relating to events that the CEO will attend, with support from the concerned functions.

Liaise with the concerned stakeholders to collect / consolidate inputs to prepare and present ad-hoc and periodic reports and brief, as requested by the CEO.

Coordinate and manage efficient and effective communication channels between ISDB Management, Group Entities and the CEO.

Manage and coordinate the reception of guests/visitors including arrival/departure scheduling considering established protocols and procedures.

Serve as the first point of contact to answer the incoming calls, emails and other correspondence to and from the CEO Office.

Provide administrative support to the CEO to increase his availability for executive level responsibilities.

Department Correspondence, Mail and Meeting arrangements:

Manage the schedule of the CEO for all meetings and appointments with staff internally as well as with outside visitors in a timely and efficient manner.

Manage the CEO’s meetings logistics, arrangements, invitations, agenda, etc. with support from the related departments/functions.

Ensure the performance and effectiveness of the Office by developing Keys Performance Indicators (KPI’s)

Manage and supervise the planning process and activities in the office.

Ensure implementation and running of follow up systems.

Attend meetings as designated by the CEO, take minutes of the meeting for follow up and issue tracking.

Coordinate and follow up on all matters of importance resulting from and addressed to the CEO, with relevant parties internally, to solicit the required information in a timely manner.

Maintain an updated directory to find internal and external telephone/contact numbers, emails and other contact details as required.

Coordinate with the Department/ Function Head to communicate and make arrangements to schedule their appointments with the CEO.

Coordinate domestic and international travel, including flight, hotel, and car rental reservations to ensure all arrangements are made on time for smooth travel.

Manage all mails, documents, and correspondences to the CEO’s office to ensure efficient and timely communication and follow up.

Assist the CEO in delivering his/her public speaking commitments by documenting the broad requirement and outline and following up with concerned departments to develop the required material.

Qualifications/ Professional Experience:

At least 3 ye ar(s) of experience in Executive / Secretarial / Office Management role preferably in similar institutions. Additional years of experience will be considered a plus.

Bachelor’s degree in business administration or similar discipline is a must.

Working proficiency with Microsoft Office and related applications.

Core Behavioral:

Innovation and Initiatives

Change Management

Developing People Capability

Partnership Management

Strategic Thinking

Organizational Skills

Records & Document Management

Coordination & follow up

Office Management

Protocol and Diplomacy

Language Skills:

Capable of communicating in Arabic and English, whereas French is preferred.