Mindshare Jobs Careers 2023 : Executive Assistant Vacancy in Dubai UAE

Organisation Profile:

We are Mindshare. A global digital first platform company that accelerates Good Growth for its clients in the age of a new marketing economy. Good Growth is business growth that is enduring and sustainable whilst also helping to shape society and the world for the better. We accelerate growth for our clients by connecting digital, media, creative and tech, prioritizing customer relationships, customer voices, real-time activation that is underpinned through data to demand a response.
Our network is always on, always live. Our people are acutely aware of what’s happening in their city, their country, their specialist area of expertise. We understand brands, markets, and media. Most of all, we understand other people. The people we live with. The people we work with. The people we are.
We were the first purpose built company created by WPP and today our 10,000 people operate in 116 offices in 86 countries.

Reporting line:
The Executive Assistant to the CEO Mindshare MENA

This role will also be EA support to:

Growth Officer – MENA
Managing Partner – MENA
Managing Director – UAE

Organisational Relationships:

Peer Agency EA’s across Mindshare MENA and EMEA, Mindshare MENA teams all 11 markets.

Role Responsibilities:

Managing extremely active calendars with creative logic, and organize meetings, appointments, room booking, conference call and taking minutes when necessary
Provides timely financial and administrative support by monitoring, scanning and reconciling the teams’ expenditures and expense reports
Administrative support including the completion of invoicing and time sheets. Ensure all processed promptly
Creating and maintaining strong working relationships with internal staff, external clients and their Assistants
Coordination for Travel including booking flights, hotels, prepares itineraries; maintains travel vouchers, records and visa application & ensuring all necessary approvals are in place for travel arrangements
Assisting with PowerPoint presentations
Assisting with new business preparation as and when required and managing the physical pitch submissions
Organising conferences and events as required
Providing personal support as needed
Plan and organize the monthly purple hour, lead on the agenda and collate the presentation decks
Plan and organize monthly knowledge sessions, align agenda with regional Business Unit Leads and CLD’s, collate all presentation decks into 1 presentation and share with Growth COE ahead of session
Manage follow ups as part of the CPS that is built by the Growth COE for all pitches
Ensure security, integrity, and confidentiality of data
Collect data and manage leave balances and performance reviews
Cascade MENA wide communications to team members and manage follow up process to ensure tasks are completed

Plan appointments, events and conferences
Sourcing venues, obtain budget approval, travel logistics and payments liaison with finance.
Ensures meeting rooms are booked and equipped accordingly with meeting materials, technology, food (as required), etc.
Assists in coordinating the agenda of senior management team meetings, plan and organize the monthly MENA EXCO
Collect all presentation decks / information and collate in one presentation and share with CEO and COE
Remind the management team of important tasks and deadlines and follows up on assigned action items.

Organize office operations and procedures
Review and approve office supply acquisitions

About You:

Strong organisational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with both internal colleagues and external clients at all levels
Excellent written and verbal communication skills
Demonstrate a proactive approach to problem-solving with strong decision-making capability
High emotional intelligence
Proactive can-do attitude
Highly resourceful team-player, with the ability to also work well autonomously
Proven ability to handle confidential information with discretion, trust and professionalism
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
Manage projects to successful completion within specified deadlines