Executive Assistant

DP World - Egypt - Suez
Key Accountabilities

JOB DESCRIPTION

1- Office Management

  • Manage the COO’s schedule, appointments, and meetings, ensuring effective time utilization and timely reminders
  • Prioritize and coordinate incoming requests, emails, and messages, responding on the COO’s behalf when necessary
  • Assist with document preparation, presentation creation, and other administrative tasks as required
  • Prepare reports, conduct research, gather information, and create briefs on various topics to support the COO’s decision-making process
  • Create agenda for the committee members for the management meeting
  • Take minutes of meeting for weekly management meeting.
  • Report weekly management minutes to all the managers, and ensure closure of minutes through stakeholder engagement
  • Translate required documents and interpret spoken conversations if needed
  • Assist in documentation, archiving works and filing.
  • Reserve flight tickets and hotels.
  • Conduct all kinds of correspondence and business writings
  • Contact (send and receive official correspondence) with external authorities
  • Prepare and send weekly KPI report.

2- Communication and Liaison

  • Act as a liaison between the COO P&T and internal departments, external partners, clients, and other stakeholders
  • Cultivate positive working relationships with individuals at all levels, representing the COO P&T in a professional and courteous manner

3- Event Coordination

  • Assist in organizing and coordinating meetings, conferences, and events, including logistics, scheduling, and material preparation.
  • Support in hosting guests and clients, ensuring their comfort and needs are met during visits

4- Project Management

  • Assist the COO P&T in managing business projects, including tracking deadlines, deliverables, and progress. Engage in project to collaborate teams in delivering results
  • Coordinate with project teams to ensure the COO P&T is updated on project statuses and key issues.

5- Executive Support

  • Track, manage, and report on all expenses around the executive budget
  • Attend executive meetings and deliver progress reports to COO P&T and senior management team.
  • Assess inquiries directed to the Country Manager, determine the proper course of action, and delegate to the appropriate individual to manage.
  • Plan office layout develops and controls office budget, and initiates cost reduction programs.
  • Assist with special projects and ad-hoc tasks as needed, demonstrating a proactive and flexible.

Qualifications, Experience And Skills

Qualification & Experience:

  • Bachelor’s degree, prefer: Business or related field
  • Prefer MBA and PMP Certificates
  • Proven experience as an Executive Personal Assistant or similar administrative role, preferably in the port and terminal industry.
  • Desirable to have experience in consulting

Skills And Abilities

  • Excellent written and verbal communication skills in English and Arabic
  • Exceptional organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in office software (e.g., MS Office Suite).
  • Ability to multitask and prioritize tasks effectively.
  • High level of discretion and professionalism.
  • Familiarity with the port and terminal industry is a plus.
  • Keen attention to detail and accuracy
  • Ability to anticipate needs and take initiative
  • Comfortable working in a fast-paced and dynamic environment.
  • Collaborative and able to work well with others
Post date: 3 September 2024
Publisher: LinkedIn
Post date: 3 September 2024
Publisher: LinkedIn