Executive Assistant
Company:
International Cricket Council
To provide personalised secretarial and administrative support to the Chief Executive and the ICC Chairman (as stipulated), together referred to as the...
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To provide personalised secretarial and administrative support to the Chief Executive and the ICC Chairman (as stipulated), together referred to as the...
Job Description
Role Purpose:
To provide personalised secretarial and administrative support to the Chief Executive and the ICC Chairman (as stipulated), together referred to as the Executive office, in a well organised and timely manner, working on a variety of tasks related to the Chief Executive’s working (and sometimes personal) life and the Executive office generally.
Key accountabilities:
A. Time & Calendar Management:
a. To plan, manage and prioritize the schedule of the Chief Executive using advanced calendar and virtual resource tools to maximise efficient use of time
b. To manage and prioritize the schedule of the Chairman, as and when required
c. To independently manage multiple calendars by scheduling appointments, anticipating requirements, managing time conflicts, changes and rescheduling meetings as appropriate
B. Travel Planning:
a. To plan and coordinate cost-effective and complex international travel arrangements and itineraries for the Executive office
C. Financial Management & Support:
a. To prepare and manage the Executive office budget including variance analysis, periodic forecasting & re-forecasting and reconciliations
b. To ensure timely booking of business expenses and prompt payment of invoices
c. To manage booking and reconciliation of corporate credit card charges to relevant business expense codes
d. To manage and schedule payments of the Chief Executive’s personal expenses in a prompt and effective manner
D. Document and Information Management:
a. To draft, format, edit and distribute correspondence, memos, reports and presentations on behalf of the Executive office
b. To process incoming and outgoing communications and correspondence to ensure timely and accurate dissemination of information
c. To maintain a confidential and effective office filing system
E. Board Liaison and Relationship Management
a. To serve as a liaison between the Executive office and ICC Board members with the responsibility to facilitate communication, plan events, schedule meetings and distribute information
b. To develop and maintain relationships with the ICC Board members and key organisational stakeholders including all ICC member organisations, commercial partners and key people within the international cricket fraternity
c. To manage the hospitality and corporate boxes on behalf of the Chief Executive at cricket matches in the UAE
F. Gatekeeping:
a. To act as the point of contact between the Executive office and internal and external parties
b. To field phone calls, take request for meetings and coordinate various aspects of interdepartmental communication as necessary
G. Project Management:
a. Meeting Management:
· To manage arrangements for quarterly Board and Committee meetings including budgets, travel, logistics, catering and communication
· To manage arrangements for the annual management planning workshop including budgets, logistics, catering and communication
· To take minutes at all senior management meetings and follow up on action points as per agreed deadlines
· To coordinate and manage all staff meetings including agenda, catering and communication
· To manage the arrangements for all Chairman and Chief Executive formal dinners
b. To manage corporate gifts and souvenirs, including budgeting, cost control & quality management
c. To manage the corporate golf memberships
d. At the direction of the Chief Executive, to carry out special projects to enhance the effectiveness, efficiency and productivity of the organization
To provide personalised secretarial and administrative support to the Chief Executive and the ICC Chairman (as stipulated), together referred to as the Executive office, in a well organised and timely manner, working on a variety of tasks related to the Chief Executive’s working (and sometimes personal) life and the Executive office generally.
Key accountabilities:
A. Time & Calendar Management:
a. To plan, manage and prioritize the schedule of the Chief Executive using advanced calendar and virtual resource tools to maximise efficient use of time
b. To manage and prioritize the schedule of the Chairman, as and when required
c. To independently manage multiple calendars by scheduling appointments, anticipating requirements, managing time conflicts, changes and rescheduling meetings as appropriate
B. Travel Planning:
a. To plan and coordinate cost-effective and complex international travel arrangements and itineraries for the Executive office
C. Financial Management & Support:
a. To prepare and manage the Executive office budget including variance analysis, periodic forecasting & re-forecasting and reconciliations
b. To ensure timely booking of business expenses and prompt payment of invoices
c. To manage booking and reconciliation of corporate credit card charges to relevant business expense codes
d. To manage and schedule payments of the Chief Executive’s personal expenses in a prompt and effective manner
D. Document and Information Management:
a. To draft, format, edit and distribute correspondence, memos, reports and presentations on behalf of the Executive office
b. To process incoming and outgoing communications and correspondence to ensure timely and accurate dissemination of information
c. To maintain a confidential and effective office filing system
E. Board Liaison and Relationship Management
a. To serve as a liaison between the Executive office and ICC Board members with the responsibility to facilitate communication, plan events, schedule meetings and distribute information
b. To develop and maintain relationships with the ICC Board members and key organisational stakeholders including all ICC member organisations, commercial partners and key people within the international cricket fraternity
c. To manage the hospitality and corporate boxes on behalf of the Chief Executive at cricket matches in the UAE
F. Gatekeeping:
a. To act as the point of contact between the Executive office and internal and external parties
b. To field phone calls, take request for meetings and coordinate various aspects of interdepartmental communication as necessary
G. Project Management:
a. Meeting Management:
· To manage arrangements for quarterly Board and Committee meetings including budgets, travel, logistics, catering and communication
· To manage arrangements for the annual management planning workshop including budgets, logistics, catering and communication
· To take minutes at all senior management meetings and follow up on action points as per agreed deadlines
· To coordinate and manage all staff meetings including agenda, catering and communication
· To manage the arrangements for all Chairman and Chief Executive formal dinners
b. To manage corporate gifts and souvenirs, including budgeting, cost control & quality management
c. To manage the corporate golf memberships
d. At the direction of the Chief Executive, to carry out special projects to enhance the effectiveness, efficiency and productivity of the organization
Skills
Minimum 5 years of work experience and expertise in managing and supporting an Executive Office;
Excellent organisational skills and ability to multitask and prioritise;
Excellent verbal and written communication skills including report and business writing skills;
Significant attention to detail;
High degree of personal resilience and integrity;
Ability to work efficiently and lead in a fast paced environment;
Positive, 'can-do' attitude, anxious to find ways round obstacles and willing to exploit all of the available resources in order to accomplish objectives;
Commitment to continuous improvement by application of self-managed learning techniques, supplemented where appropriate by deliberate, planned exposure to external learning sources;
Concern for the perceptions of external & internal stakeholders; and
Ability to work collaboratively with others to achieve objectives.
Conditions of employment
The position is based in Dubai and will report to the Chief Executive;
The selected candidate will be required to provide two recent work references; and
Compensation offered will be commensurate with qualifications and experience.
Excellent organisational skills and ability to multitask and prioritise;
Excellent verbal and written communication skills including report and business writing skills;
Significant attention to detail;
High degree of personal resilience and integrity;
Ability to work efficiently and lead in a fast paced environment;
Positive, 'can-do' attitude, anxious to find ways round obstacles and willing to exploit all of the available resources in order to accomplish objectives;
Commitment to continuous improvement by application of self-managed learning techniques, supplemented where appropriate by deliberate, planned exposure to external learning sources;
Concern for the perceptions of external & internal stakeholders; and
Ability to work collaboratively with others to achieve objectives.
Conditions of employment
The position is based in Dubai and will report to the Chief Executive;
The selected candidate will be required to provide two recent work references; and
Compensation offered will be commensurate with qualifications and experience.
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