Administrative Assistant

ITP Media Group reaches an audience of more than 104.6 million people across the Middle East and beyond through its leading websites, portals, social media platforms, events, conferences, award ceremonies, magazines, books and social media influencers agency. We are one of the largest media companies in the Middle East, with a portfolio of more than 80 brands. These brands include major international and regional names such as Time Out, Arabian Business, Harper’s Bazaar, GQ, and Construction Week.

The successful candidate will play a key role in understanding the needs of the business / MD to achieve maximum efficiency and effectiveness. The ideal candidate should have excellent oral and written communication skills, organisation skills and a professional presentation.  If you have previous experience as an Executive Assistant, a Personal Assistant or as an Administrative Assistant, we’d like to meet you.

Requirements

The Admin Assistant will primarily be responsible for but not limited to the following:

Key Responsibilities

• Manage the MD’s calendar, schedule meetings and produce agendas
  
• Take meeting action points and follow up with the MD’s direct reports
  
• Book travel and prepare travel itineraries including flight arrangements, hotel booking, visas and transfers
  
• Creating ad hoc confidential reports in a timely and accurate manner
  
• Manage MD’s expenses including receipt collation, system logging and claims process
  
• Provide comprehensive administrative support (including drafting letters / emails / bill payments)
  
• CRM data entry and updates
  
• Undertake phone duties, transferring calls or taking messages as appropriate
  
• Conduct ad hoc comprehensive research
  
• Develop and maintain effective working relationships with other departments and key internal stakeholders
  
• General errands relating to office and household
  

Technical Competencies

·       Microsoft Excel

·       Microsoft Word

·       Microsoft Outlook

Behavioural Competencies

·       Enthusiastic and positive personality

·       High degree of professionalism

·       Organizing & Planning

·       Knowledge of office management systems and procedures

·       Proficiency in MS Office (MS Word and MS Excel)

·       Excellent time management skills and the ability to prioritize work

·       Attention to detail and problem-solving skills

·       Excellent written and verbal communication skills

·       Strong organizational skills with the ability to multi-task

·       Ability to take initiative and be proactive

·       Ability to work independently and as part of a team

·       Ability to handle confidential information with discretion

QUALIFICATIONS

·       Min. High School Diploma / GCSE

EXPERIENCE 

·       1-3 years of experience