Role Summary

TBI is looking for an experienced Executive Assistant to support two Managing Directors. You’ll be a key member of the team, providing executive support to a consistent high standard. You will also provide support to the wider administrative team and play a pivotal role in liaising across the organisation.

We are looking for a proactive and detail-oriented individual who thrives in a fast-paced environment and has the flexibility to adapt to evolving priorities. If you have strong organisational skills, discretion, and the ability to work at the highest level of professionalism, we’d love to hear from you.

Key Responsibilities

• Diary Management – co-ordinate internal and external appointments, conference/video calls, across time zones whilst proactively ensuring diaries reflect shifting priorities
• Meetings and Events – arrange internal and external meetings and events, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
• Travel support – organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
• Email management (if required) – monitoring emails, drafting responses, highlighting urgent items for action, filing inbox
• Correspondence management – file and action incoming correspondence and prepare letters/emails on behalf of management
• Research support – collecting data, carrying out research (for instance, reviewing online source material) and writing basic briefing material
• Expense Management – completing monthly claims, reviewing expenses and invoices for approval on behalf of management

General Support:

• Filing – creating, maintaining and retrieving paper/electronic materials for review (for example – ahead of meetings or in support of projects)
• Maintaining contact database – scanning/typing business cards, filing cards and keeping contacts up to date
• Gifts and Entertainment – record gifts/entertainment received on the company register
• General admin support – assistance to the wider team as required, plus support to the Executive Assistants, including ad hoc tasks as well as cover during periods of absence

Person Specification & Know How

The successful candidate for the role should be able to display the majority of the following:

• Previous senior-level PA/EA experience
• Previous experience in a consulting environment is desired
• Excellent communication, time management and organisational skills
• Excellent IT skills, including Microsoft Word, Excel, PowerPoint and Outlook
• Experience of working with and interacting with high-profile figures
• Understanding of national and international protocols for senior dignitaries and high-profile individuals
• High levels of discretion, interpersonal skills, good judgement and tact
• An ability to operate in a fast-moving and pressured environment
• Operational level political understanding and knowledge of current affairs
• Proactive team player with positive attitude
• Support for the aims of the organisation
• Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute
• Arabic speaking is desired but not essential

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