Executive Assistant

Job Description

EA to Mindshare MENA CEO, COE Team, MD UAE - based in Dubai Organisation Profile: We are Mindshare. Aglobaldigital firstplatformcompany that accelerates Good Growth for its clients in the age ofa new marketing economy. Good Growth is business growth that is enduring and sustainable whilst also helping to shape society and the world for the better. We accelerategrowthfor our clients byconnecting digital, media, creative and tech, prioritizing customer relationships, customer voices, real-time activation that is underpinned through data to demand a response. Our network is always on, always live. Our people are acutely aware of whats happening in their city, their country, their specialist area of expertise. We understand brands, markets, and media. Most of all, we understand other people. The people we live with. The people we work with. The people we are. We were the first purpose built company created by WPP and today our 10,000 people operate in 116 offices in 86 countries. Reporting line: The Executive Assistant to the CEO Mindshare MENA This role will also be EA support to:

• Growth Officer - MENA
• Managing Partner - MENA
• Managing Director - UAE

Organisational Relationships:

• Peer Agency EAs across Mindshare MENA and EMEA, Mindshare MENA teams all 11 markets.

Role Responsibilities:

• Managing extremely active calendars with creative logic, and organize meetings, appointments, room booking, conference call and taking minutes when necessary
• Provides timely financial and administrative support by monitoring, scanning and reconciling the teams expenditures and expense reports
• Administrative support including the completion of invoicing and time sheets. Ensure all processed promptly
• Creating and maintaining strong working relationships with internal staff, external clients and their Assistants
• Coordination for Travel including booking flights, hotels, prepares itinerariesmaintains travel vouchers, recordsand visa application & ensuring all necessary approvals are in place for travel arrangements
• Assisting with PowerPoint presentations
• Assisting with new business preparation as and when required and managing the physical pitch submissions
• Organising conferences and events as required
• Providing personal support as needed
• Plan and organize the monthly purple hour, lead on the agenda and collate the presentation decks
• Plan and organize monthly knowledge sessions, align agenda with regional Business Unit Leads and CLDs, collate all presentation decks into 1 presentation and share with Growth COE ahead of session
• Manage follow ups as part of the CPS that is built by the Growth COE for all pitches
• Ensure security, integrity, and confidentiality of data
• Collect data and manage leave balances and performance reviews
• Cascade MENA wide communications to team members and manage follow up process to ensure tasks are completed

Plan appointments, events and conferences

• Sourcing venues, obtain budget approval, travel logistics and payments liaison with finance.
• Ensures meeting rooms are booked and equipped accordingly with meeting materials, technology, food (as required), etc.
• Assists in coordinating the agenda of senior management team meetings, plan and organize the monthly MENA EXCO
• Collect all presentation decks / information and collate in one presentation and share with CEO and COE
• Remind the management team of important tasks and deadlines and follows up on assigned action items.

Organize office operations and procedures

• Review and approve office supply acquisitions

About You:

• Strong organisational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with both internal colleagues and external clients at all levels
• Excellent written and verbal communication skills
• Demonstrate a proactive approach to problem-solving with strong decision-making capability
• High emotional intelligence
• Proactive can-do attitude
• Highly resourceful team-player, with the ability to also work well autonomously
• Proven ability to handle confidential information with discretion, trust and professionalism
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
• Manage projects to successful completion within specified deadlines

Keyskills :

About Company

Mindshare is a global media and marketing services company formed in 1997. As one of the worlds largest media agencies, Mindshare is responsible for a large majority of GroupM/WPPs global marketing billings and campaigns.