IDB2978 - Executive Technical Assistant (ICD)

This role is responsible for organizing and coordinating all activities of the CEO’s office to ensure efficient conduction of the day-to-day business activities, and to provide the necessary administrative, technical and secretarial support to facilitate the work of the CEO. Also, assist in communication and coordination with the relevant stakeholders and any other assignments requested by the CEO. 

Technical Assistance and Office Management 

• Prepare technical documents and briefs on emerging issues or areas of concern at the CEO’s request.
• Prepare all communications, briefs, talking points and speeches needed by the CEO.
• Review all documentation and correspondence being managed within the Office of the CEO to ensure that the content is technically accurate, conduct quality checks and ensure the recipients are addressed correctly.
• Assist the CEO on a wide range of issues which include collecting, analyzing and summarizing all relevant data and soliciting information from internal stakeholders.
• Lead the coordination with the respective function with regards to the automation and digitalization of all related activities related to the CEO executive office ensure efficiency and role modelling the digital transformation in the ICD.
• Manage and maintain CEO’s calendar including scheduling appointments, internal/external meetings and conference calls.
• Coordinate with the concerned functions to plan CEO Missions inside and outside the headquarter.
• Draft emails, reports, memos and other business correspondence as instructed by the CEO.
• Prepare agendas for meetings, briefing materials and presentations as needed to support the CEO.
• Ensure efficient tracking and follow up of the action items resulting from and addressed by the CEO. 
• Secure appropriate signatures and track documents through the approval process on behalf of the CEO.
• Serve as the custodian for all documentation being managed within the Office of the CEO by maintaining an archive for critical documents and ensure ease of reference for subsequent use.
• Coordinate the logistics relating to events that the CEO will attend, with support from the concerned functions.
• Liaise with the concerned stakeholders to collect / consolidate inputs to prepare and present ad-hoc and periodic reports and brief, as requested by the CEO.
• Coordinate and manage efficient and effective communication channels between ISDB Management, Group Entities and the CEO.
• Manage and coordinate the reception of guests/visitors including arrival / departure scheduling considering established protocols and procedures.
• Serve as the first point of contact to answer the incoming calls, emails and other correspondence to and from the CEO Office.
• Provide administrative support to the CEO to increase his availability for executive level responsibilities.
• Planning and making logistics/arrangements for the CEO travel on ICD missions: Obtaining approval for missions being undertaken, overseeing travel bookings and hotel reservations as well as the per diem requirements prior to undertaking work related travel, settling expense claims at the conclusion of an ICD mission. 
• Managing all correspondences relating to business missions in a timely and efficient manner.

Department Correspondence, Mail and Meeting arrangements:

• Attend meetings in the Office of the CEO, as required, to capture the key points of discussion. Follow up post completion, and ensure that the directives issued are accomplished in a timely manner
• Manage the schedule of the CEO for all meetings and appointments with staff internally as well as with outside visitors in a timely and efficient manner.
• Manage the CEO’s meetings logistics, arrangements, invitations, agenda, etc. with support by the related departments/functions.
• Ensure the performance and effectiveness of the Office by developing Keys Performance Indicators (KPI’s)
• Manage and supervise the planning process and activities in the office.
• Ensure implementation and running of follow up Systems.
• Attend meetings as designated by the CEO, take minutes of the meeting for follow up and issue tracking.
• Coordinate and follow up on all matters of importance resulting from and addressed to the CEO, with relevant parties internally, to solicit the required information in a timely manner.
• Maintain an updated directory to find internal and external telephone/contact numbers, emails and other contact details as required.
• Coordinate with the Department/ Function Head to communicate and make arrangement to schedule their appointments with the CEO.
• Coordinate domestic and international travel, including flight, hotel and car rental reservations to ensure all arrangements are made on time for smooth travel.
• Manage all mails, documents, and correspondences to the CEO’s office to ensure efficient and timely communication and necessary follow up.
• Assist the CEO in delivering his/her public speaking commitments by documenting the broad requirement and outline and following up with concerned departments to develop the required material.

• At least 6 year(s) of experience in Executive / Secretarial / Office Management role preferably in similar institutions. Additional years of experience will be considered a plus.
• Master’s degree in Business Administration / Public Administration or similar discipline is a must.
• A certificate in Administration / Secretarial Services / Office Management is an added advantage.
• Working proficiency with Microsoft Office and related applications.

Core Behavioral:

• Innovation and Initiatives
• Change Management
• Developing People Capability
• Partnership Management
• Strategic Thinking
• Self Effectiveness 

Technical Competencies:

• Organizational Skills  
• Technical writing and drafting in Arabic and English and preferably French
• Records & Document Management
• Coordination & follow up
• Office Management
• Protocol and Diplomacy
• MS-Office (Outlook, Word, PowerPoint, and Excel)

• Capable of communicating in Arabic and English, French is preferred.