Team Assistant

Job Description

Our client is looking for a Team Assistant who will support their Executive Director and several senior managers with their day to day administrative needs.Duties and Responsibilities will include but not limited to the following:AdministrationManage the diary of the Executive Director and team.Carry out administrative tasks, such as travel coordination, vacation forms, expense claims, correspondence, etc.Prepare standard letters, mail merges and other team correspondenceCoordination of meetings and conference calls for the teamAssist with editing, printing, binding, translation and sending out of all team documentsManage the central team online and physical document filing systemAdminister the purchasing of office supplies and equipmentLiaise with other sister concerns support staff as requiredUpdate and maintain contact databasesAct as the first point of contact for general phone and email queriesManage Petty Cash payments and advancesKeep an accurate and balanced record of all Petty Cash transactionsAssist the Business Services Manager in documentation and approvals on all transactionsAssist the programme team in adhering to the Programme Delivery Methodology, including setting reminders for dates and tasks.Event and Meeting LogisticsAssist the Events team to ensure that event administrative and logistics tasks are carried out, when requiredAssist in preparing and sending event-related documents such as meeting agendas, session outlines and participant lists, when requiredAdminister event-related details such as timings, participant numbers, room arrangements, speaker and sponsor requirements, meal requirements and signage, when requiredAdminister invitations, and all required logistics for Board meetingsPrepare documentation and all other required materials for Board meetingsCoordinate hotel and travel bookings and other event-specific logisticsWebsite and PR CoordinationCarry out maintenance and update activities on the website of OrganisationOrganise the translation of all necessary website and PR documentsCoordinate the filing and use of all content materials, such as press releases, press cuttings, podcasts, interviews, articles, videos and photographs REQUIREMENTS: To be considered for the role, you need to meet the following criteria:Bachelor or university degree holderAt least 4 years of work experience in a relevant business sector or a professional services environmentHighly competent in Microsoft Office, including Word, Excel, Powerpoint and OutlookAn extremely keen attention to detail, with thorough checking of all workPerfect communication skills in spoken and written EnglishHighly organised, with the ability to prioritise multiple tasks effectively - can complete many simultaneous tasks to tight deadlinesVery professional and smart must be able to interact clearly, confidently and politely with very senior executives and their officesA flexible, supportive and positive team playerThe willingness to act proactively, run with tasks independently and contribute ideas to improve work effectiveness

Keyskills :

About Company

Black Pearl is a progressive, dynamic and well structured HR solution provider
that offers permanent recruitment services, HR consultancy, psychometric assessments, coaching and also professional training services for clients from different corporate sectors in the Middle East.

Like a rare and unique black pearl, we consider our partnership with our clients and job seekers as a fine, precious and valuable encounter that needs to be affirmed, developed and supported with a strong commitment to deliver not only the right services but the best in the industry.

Our aim is to meet and exceed the expectations of our clients, strategically offering Black Pearl services that are customized to the unique requirements of our clients and job seekers alike, resulting in effectively achieving goals and all that is required in this ever evolving and competitive market.