VP Executive Assistant

Job Description

Position Overview: This is a full-time role in our Executive Department, reporting to our VP. For this role, you?ll need, to be willing to work in our co-working space in Al-Nakeel District 5 days per week. Typical hours for this role are 8am-5pm; on occasion, there is a need to work additional hours on evenings and weekends during a launch or other events throughout the year.-MissionThe mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for him to make his greatest contribution to our business. The Executive Assistant will be a key asset to the VP by anticipating needs at an exceptionally high level, allowing him to develop vision and strategy for all aspects of finance at VP and Company so that we can reach our revenue and profitability goals.While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the VP?s needs and the needs of the business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the VP.The Executive Assistant will have the following primary responsibilities:Meeting management including preparing agendas, Preparing and printing needed reports, taking notes, distributing action items, and arranging cateringCommunicating on the VP?s behalf both internally and externallyEmail management on behalf of the VP and within inbox to assign emails to team members as needed.Running errands and attending in-person meetings multiple times per weekChecking mail several times per week and processing mail to various departments.Complex calendar management and scheduling (both personally and professionally) on behalf of the VP.Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/Managing financials, etc.Light project management and accounts payable as neededWeekly expense reporting on behalf of the VP.-Proficiencies:Quality Communication: The EA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Slack/WhatsApp messages, text messages and/or emails.High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity regarding financial information is a must.Team Player: In addition to working directly with the VP, the EA will also work with members of the Management Team and several other high-level EA?s from other departments. They?ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.Anticipating Needs: As a part of our commitment to enabling our VP to serve our company and customers at the top of his game, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for him to make his greatest contribution.Affinity for Technology: Our executive assistant will be a technologically savvy Mac or Microsoft user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Slack, Zoom, Google Suite, Asana, Microsoft Office Suite.Financial Knowledge: The VP?s EA will have high attention to detail and accuracy, using their existing experience dealing with financial information, their experience supporting Financial Executives, and their ground-level understanding of accounting terminology to provide informed administrative support.

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