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Executive Assistant

We are looking for an We need a passionate person/people oriented/engaging and creative who will work on a twin role of an Executive Assistant to the Country Manager and CSR, People Experience & Communication Executive.

Key Responsibilities:              

As an Executive Asssitant:

  1. Organizational:
  • Follow all relevant administrative policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner
  1. Operational:
  • Manage the Manager's diary and appointments             
  • Screen incoming calls and correspondence and responds independently when required
  • Review selected documents that come to the Office of the Manager and make recommendations for action
  • Liaise with relevant individuals, departments, and external customers and suppliers on Manager’s behalf and ensure smooth and efficient communication flow             
  • Assist in presentations and other reports and documents as needed
  • Manage in coordination with travel department travel plans, itineraries, expenses and travel-related documents
  • Assist in planning and organising visits of selected visitors
  • Create and maintain database and spreadsheet files
  • Follow-up on progress of directives and projects managed by the Manager
  • Conduct research and prepare statistical reports
  • Arrange and coordinate events etc. when required
  • File and retrieve corporate documents, records, and reports
  • Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work

As an CSR Executive:

  • Develop new local initiatives (with detailed agenda and needed resources) in adherence with the Sustainable Engagement pillars and validate with Head of Sustainable Engagement
  • Partner up with educational entities, NGOs, organizations for the design and implementation of common initiatives
  • Liaise with local market in order to:
  • Collect data on their needs and suggestions
  • Assist the relays in developing their yearly CSR calendar
  • Monitor people participation rates in other countries and report on them
  • Propose engaging communication content to ensure high participation rates
  • Coordinate all logistics needed for the successful event implementation while ensuring adherence to allocated budget
  • Log all participants and generate statistical outputs on participation rates
  • Generate detailed event evaluation reports on events outcome (i.e. number of bags collected, number of trees planted, Chalhoub employees engagement rate, etc.)
  • Prepare presentations highlighting the key successes of events

As an People Experience Executive:

  • Facilitate and design workshops with key stakeholders to identify pain points and agree on action plan
  • Ensure implementation of culture management initiatives to ensure Group values are embraced and integrated in day-to-day activities
  • Manage end-to-end projects according to the Division calendar or based on ad-hoc requests from Group Head of People Experience
  • Provide support on EVP initiatives implementation

​​​​​​​As an Communications Executive:

  • Create content that is relevant and adapted to the audience (support in social media content development)
  • Update all adopted communication tools (uploading/posting of content)
  • Provide support in presentations development
  • Participate in the preparation and implementation of Group events
  • Provide support to Business Units in their respective internal communications
  • Act as the voice of employees through surveys, visits and workshops
  • Liaise with different internal communication contributors (businesses, countries) and provide needed support.
Job Summary:
The Executive Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Job Responsibilities:
-Organisational and Executive Assistance
- Manage the Manager's diary and appointments
- Screen incoming calls and correspondence and responds independently when required
- Review selected documents that come to the Office of the Country Manager and make recommendations for action
- Liaise with relevant individuals, departments, and external customers and suppliers on Country Manager’s behalf and ensure smooth and efficient communication flow
- Assist in presentations and other reports and documents as needed
- Manage in coordination with travel department travel plans, itineraries, expenses and travel-related documents
- Assist in planning and organising visits of selected visitors
- Create and maintain database and spreadsheet files
- Follow-up on progress of directives and projects managed by the Country Manager
- Conduct research and prepare statistical reports
- Arrange and coordinate events etc. when required
- File and retrieve corporate documents, records, and reports
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Your Profile:
Competencies
  • Flexibility to assignments
  • Excellence
  • Listening,understanding & Responding
  • Entrepreneurial Spirit
  • Respecting deadlines
  • Teamwork
  • Attention to details
  • Overall Contribution
  • Respect
  • Quantity of Work
  • Trustworthiness
  • Quality of Work