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Department Definition
Expo Dubai Group has been established to preserve, manage and take forward the vast intangible legacy of Expo 2020 Dubai. Empowered by the insight and experience gained in the delivery of the most inclusive and sustainable World Expo in history, and born of a commitment to true international collaboration, EDG leverages a global network of partners and a wealth of intellectual and digital content, programmes and experiences in service of the challenges of our time. EDG works across three interconnected and interdependent pillars: the habitats we design and build (City Advisory), the communities and networks we bring together (Programmes and Events Advisory) and the stories we share with one another (Creative Advisory). We are unabashedly positive about what we can do, if we do it together. We are Connecting Minds, Creating the Future.
Opportunity Responsibilities
The purpose of this role is to provide administrative support to the Executive Director, managing diary, internal and external relationships, maintaining archives and ensuring a seamless, proactive and presentable office to stakeholders and other third parties.
The main responsibilities for this role include:
Operational Responsibilities:
- Manage calendar of appointments.
- Ensure appointment logistics and preparation requirements, follow up and recordkeeping.
- Ensure supporting documentation is updated, distributed and ready for each appointment.
- Drafts letters, correspondence and other required documents.
- Prepare presentations and reports.
- Write meeting minutes and ensures follow up on action plans.
- Prepare expense reports and claims.
- Maintain updated contact details.
- Assist with travel plans, itineraries and agendas, ensuring documents and logistics are prepared in advance.
- Liaise with other Expo departments (Finance, HR, etc).
- Ensure line manager is timely informed of upcoming commitments.
- Maintain impeccable archive of all relevant documentation.
- Ensures confidentiality at all times.
Skills
5+ years in a similar role as well as:
- Bachelor’s degree.
- Fluency in English.
- Strong planning and organisational skills.
- Detail oriented with high attention to quality.
- Strong verbal and written communication skills.
- Strong computer skills.
- Ability to interface with employees at all levels.
- Diplomatic and discreet.