Administrative Executive

We are looking to hire a Bilingual (Arabic & English) Administration Executive at Mistika who will play a crucial role in supporting both the Producer and the Executive Creative Director with administrative duties that facilitate the efficient operation of the company. This position requires a highly organized and proactive individual who can manage a variety of administrative tasks, from scheduling and communications to document management and support for high-level meetings.

The Administration Executive ensures that the executive staff can focus on their strategic roles by effectively handling the day-to-day administrative responsibilities. This role is designed for individuals who thrive in a fast-paced environment, enjoy multitasking, and have a passion for the entertainment and culture industry.

1. Administrative Support:

• Manage and coordinate calendars for the Producer and Executive Creative Director, scheduling meetings, appointments, and travel arrangements to optimize their time.
• Prepare and distribute documents, reports, and presentations needed for meetings and other communications.
• Handle confidential documents and communications with discretion and integrity.

2. Communication and Correspondence:

• Serve as a point of contact for internal and external communications directed to the Producer and Executive Creative Director, ensuring messages are relayed accurately and promptly.
• Manage email correspondences, filter incoming messages, and highlight urgent correspondence requiring immediate attention.
• Ensure the presence of Mistika in key industry events, such as attending and/or senior team members speaking in panels and talks in major industry events.
• Help manage social media accounts and update marketing materials, including the company website.

3. Personal Assistant Duties:

• Provide direct support to the Director, managing their personal and professional schedules, including managing correspondence and making travel arrangements.
• Coordinate meetings, event invitations, and handle confidential and sensitive information with professionalism and discretion.

4. Document and File Management:

• Maintain physical and digital filing systems, ensuring documents are stored securely and are easily accessible.
• Assist in the preparation and filing of documents for meetings, projects, and other company activities.

5. Meeting and Event Coordination:

• Coordinate logistics for meetings and events, including setting up video conferences, arranging venues, and catering when necessary.
• Take meeting minutes, distribute them to relevant stakeholders, and follow up on action items to ensure compliance and timely execution.

6. Support for Business Operations:

• Assist in tracking project timelines, deliverables, and budgets under the guidance of the Producer.
• Provide support in managing expenses, processing invoices, and preparing financial documents or reports.
• Ensure accurate and timely handling of all booking-related documentation.

Skills:

• Bilingual, English/Arabic is a must; additional languages are a plus.
• Proven experience in an administrative and/or personal assistant role, preferably within the entertainment industry.
• Exceptional organizational and time-management skills.
• Strong ability to prioritize tasks and handle multiple assignments simultaneously.
• Excellent communication skills, both written and verbal.
• Familiarity with current AI tools to enhance the efficiency of the work.
• Proficiency in office software, including Microsoft Office Suite, Google Workspace and experience with digital filing systems.
• High level of discretion and professionalism in handling confidential information.
• Familiarity with booking software, CRM systems, especially Zoho CRM, and social media platforms is highly beneficial.
• Ability to work under pressure and adapt quickly to changing demands.

Benefits:

We value hard work and ambition and we reward it too. Here’s what’s in it for you:

• Weekly Work-from-Home
• Flexible Office Hours
• Birthday Leave
• Professional Education Allowance
• Visa & Medical Insurance
• Competitive Salary + Rewards
• Career Growth
• Annual Flight Ticket