Executive Administrative Assistant

Executive Administrative Assistant, Caterpillar, Dubai

Description

Why Join Us?

Whether it be ground-breaking products, best in class solutions or creating a lifelong career, you can do the work that matters at Caterpillar. With a 95-year legacy of quality and innovation and 150 locations in countries around the world, your impact spans the globe.

When you join Caterpillar, you are joining a team of makers, innovators, and doers. We are the people who roll up our sleeves and do the work to build a better world. We don’t just talk about progress and innovation.

We make it happen. And we are proud of that, because it helps our customers build and power the world we live in – the roads, hospitals, homes, and infrastructure. Without a dedicated workforce Caterpillar could not effectively meet our customer’s needs.

Job Purpose

We have an amazing opportunity for an experienced Executive Personal Assistant who enjoys organizing the professional life of an Executive. In this exciting role, you will contribute to the efficiency of our company by providing personalized administrative support to the Vice President of the EAME Distribution, building, and maintaining strong business relationships and thriving in a fast-paced environment.

Responsibilities will include, but not limited too;

• Works closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis.
• Provided administrative and clerical support to the General Manager.
• Screening communication, inquiries and requests, and handling them when appropriate.
• Organizing and maintaining calendar and appointments.
• Dealing with incoming email, often corresponding on behalf of their manager.
• Taking dictation and minutes.
• Carrying out background research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
• Utilizing variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, to produce correspondence and documents and maintain presentations, records, spreadsheets and databases.
• Organizing and attending meetings and ensuring their manager is well-prepared for meetings.
• Liaising with partners and other staff.
• Deputizing for the manager, making decisions, and delegating work to others in the manager’s absence.
• Liaising with staff in other departments and with external contacts.
• Liaising with colleagues and external contacts to book travel and accommodation,
• Devising and maintaining office systems, including data management, filing, etc.
• Creating and maintaining comprehensive filing system for the and office systems.
• Arranging travel and accommodation and, occasionally, traveling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.

Requirements:

• A completed university qualification in business or similar area of study.
• 5 – 7 years’ experience in a similar role (preferably working for a multinational company).
• MUST be fluent in French and English.
• Must have experience managing executives calendars.
• Must have excellent business understanding and communication skills.

Behavioral Attributes:

• Ability to act as a surrogate in some meetings that are not critical.
• Ability to set up processes and procedures for tasks.
• High level of discretion.
• Ability to anticipate needs and preferences.
• Acting as a key partner to identify opportunity areas and engage in strategic conversations.
• Have very good communication skills across different layers of the organization (from operational teams to Executive Leadership level).
• Self-confidence and self-assurance (Being able to say No).
• Autonomy and independence (No need for much supervision or direction);
• Flexibility

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