Overview We are seeking a dynamic and organized individual to join Knight Frank Middle East as an Executive Administrative Assistant. This pivotal role will need to have experience with personal assistance and office management, ensuring a seamless experience for our clients and staff. The ideal candidate will thrive in a fast-paced environment, exhibit professionalism, and have a keen attention to detail.
Responsibilities Manage incoming calls, emails, and inquiries, directing them to the appropriate departments or individuals. Schedule and coordinate meetings, appointments, and travel arrangements for executives and staff. Prepare and manage documents, reports, and presentations, ensuring accuracy and timeliness. Assist in maintaining client databases and records, ensuring confidentiality and compliance with data protection regulations. Provide high-level administrative support, including; managing calendars; booking travel; coordinating meetings; and other administrative support related tasks. Prepare briefing materials and agendas for meetings, ensuring executives are well-prepared. Handle personal errands and tasks for executives as needed, demonstrating discretion and confidentiality. Conduct research and compile information for special projects or presentations. Oversee the daily operations of the office by working closely with the Office Attendant and the Housekeeping team, ensuring tidy and presentable office working environment. Manage office supplies and equipment, ordering new items as needed and coordinating maintenance. Liaise with building management and service providers to address any office-related issues. Help plan and coordinate internal and external events, meetings, and workshops. Provide ad-hoc support to various departments as required. Other tasks as required.
Skills and Qualifications Bachelor's degree. Minimum of 2 years’ experience as a receptionist, personal assistant, preferably in a corporate or multinational environment. Ability to maintain confidentiality and handle sensitive information with discretion. Strong organizational and multitasking skills with a keen eye for detail. Understanding of regional business culture and regulations. The ability to understand and make use of computers and information technology (Knight Frank internal systems). Software: Microsoft Office programs to an advanced/proficient level. Language skills: Fluency in English and Arabic, written and verbal. Fluency in other languages is advantageous. Travel: Flexible attitude towards travelling.