Admin Assistant

Job Responsibilities

• Completing a broad variety of Admin tasks including managing an extremely active calendar of appointments, composing and preparing confidential correspondence, completing expense reports, arranging complex and detailed travel plans (Business & Personal), agendas, and itineraries, and compiling documents for travel-related meetings.
• Planning, coordinating, and ensuring that the CEO’s schedule is followed and respected. Providing a “gatekeeper” role, creating win-win situations for direct access to the CEO’s office and time.
• Communicating directly and on behalf of the CEO with Board Members and others on matters related to CEO’s initiatives.
• Prioritizing, researching, and following up on incoming concerns and issues addressed to the CEO, and determining appropriate course of action, response, or referral.
• Providing a bridge of smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain trust, credibility, and support with senior management staff.
• Working closely and effectively with the CEO to keep him well informed of upcoming responsibilities and commitments.
• Providing leadership to build relationships that are crucial to the success of the organization and managing a variety of special projects for the CEO.
• Completing critical aspects of deliverables successfully with a hands-on approach, including personal correspondence, drafting acknowledgment letters, and other tasks to facilitate the CEO’s ability to effectively lead Avalon Pharma.
• Ensuring that the CEO’s bio is kept updated and responding to requests regarding the CEO and the organization in general.
• Following up on contacts made by the CEO and supporting the cultivation of ongoing relationships.
• Communicating, organizing, and following up on matters related to head office contractors and suppliers.
• Organizing and coordinating the Annual Incentive Travel for the Sales & Marketing team overseas.
• Liaising with legal regarding company licenses, agreements, and government entity requirements.

Skills and Knowledge

• Honesty and Integrity
• Risk Assessment
• Corporate Responsibility
• Communication
• Experience and interest in internal and external communications
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and social media web platforms
• Arabic and English Proficiency is a must
• Strong organizational skills
• Excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including employees, board members, and external customers
• Expert level written and verbal communication skills
• Emotional maturity
• Ability to be extremely effective independently
• Proven ability to handle confidential information and demonstrate the highest level of customer service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker who actively seeks opportunities and proposes solutions