Careers

Executive Assistant

ROLE DETAILS

Job Title Executive Assistant
Line manager Managing Director (Egypt)
Location Cairo, Egypt
Department Egypt 

PURPOSE OF ROLE

  • To provide pro-active secretarial and administrative support to the Managing Director (Egypt) and the wider Cairo Office.

PRINCIPLE DUTIES

Diary management:

  • Ensure the Managing Director’s diary is managed effectively and accurately by planning ahead, prioritising meeting requirements, avoiding clashes, re-arranging meetings when required and ensuring that each days schedule runs as smoothly as possible and that the Director attends meetings on time with the appropriate documents / papers.

Travel:

  • Arrange a large volume of travel and accommodation for the Managing Director and sometimes team members within the Cairo Office, including organising flights, trains, taxis, hotels and formulating travel itineraries.
  • Preparing visa applications and ensuring team members have relevant inoculations in advance of travel.
  • Securing prior approvals and up-dating travel profiles on the company travel system.

Meetings:

  • Organise both internal and external meetings; prepare and circulate papers / agendas in advance of meeting; maintain minutes / records of meetings attended and follow up on agreed actions.
  • Arrange catering and hospitality for meeting.
  • Ensure video conferencing facilities / conference calls are set up in advance of planned meetings.
  • Arrange team meetings; one-to-one meetings and team events.
  • Meet and greet visitors as required and inform reception of all external visitors in advance.

Correspondence:

  • Assist Managing Director in managing e-mail and routine correspondence.
  • Typing, preparing and printing correspondence, reports, minutes of meetings, letters, etc.
  • Opening and distributing incoming mail to relevant team members.
  • Maintaining the Director’s contact lists on outlook and LinkedIn and file business cards appropriately.

Filing:

  • Manage and maintain all general and confidential electronic and manual files within the department to ensure that all records are accessible for department staff and up-to-date and that the filing system is kept in good order.

Administration:

  • Photocopying, scanning and binding of documents; sending faxes; organising couriers; arranging stationery.
  • Maintain and publish holiday and staff movement chart for the department.
  • Filter telephone calls, documents, correspondence and messages ensuring information is passed to the Director or forwarded to the appropriate team member / department in a timely manner.

Financial:

  • Complete expense forms for team members ensuring all receipts are supplied and according to company protocol and process.
  • Raise requisitions and ensure purchase orders are approved and released.
  • Ensure goods are receipted.
  • Complete timesheets.

Emergency Response:

  • Participate as a ‘recorder’ on the CERT on call duty roster

Other

  • Support specific projects on behalf of the Managing Director.
  • Attend regular EA team meetings.
  • Provide reception/switchboard cover.
  • Notify relevant parties of news starts/leavers within the department and raise appropriate paperwork e.g. relevant authorisations in place, IT form, new start notification, arrange internal introductory meetings etc.
  • Maintain department page on the Intranet and upload documents as required.
  • Take responsibility for organising and maintaining the department office area in a safe and tidy manner.
  • Post weekly staff movement sheet.
  • Assisting other departments as and when required.
  • Carry out such other related activities as delegated by the Director.

EDUCATION/EXPERIENCE/SKILLS REQUIRED

Education

  • Good standard of secondary education.

Relevant Experience/ Skills 

  • Prior experience of operating as a PA/EA at a very senior level in an Oil & Gas company (candidate must be able to operate effectively in a very busy department, working closely with the company’s executive and senior management and a wide group of external individuals and organisations. It’s a fast moving and dynamic environment requiring flexibility and a calm and well organised approach at all times).
  • High level of integrity with the ability to maintain trust and confidentiality.
  • Strong initiative, self-motivation, confident, self-assured, highly adaptable, calm under pressure.
  • Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
  • Ability to produce accurate minutes of meetings.
  • Ability to work under pressure in a fast-moving environment and flex as required, working extra hours if needed.
  • Minimum typing speed of 50 wpm.
  • Demonstrates a methodical approach and strong attention to detail.
  • Can plan, prioritise and deliver to tight timescales.
  • Ability to work quickly with accuracy and attention to detail.
  • Able to build and maintain effective relationships and networks both internally and externally.
  • Strong communications skills; able to communicate clearly and concisely both verbally and in writing.
  • To support our multi-country locations, conversational competence in French or Spanish would be advantageous, but is not essential. At Cairn, our aim is to continually create and sustain a culture-rich nimble working environment where diversity and inclusion are hugely valued.
  • Applicants must have the right to work in the Egypt without sponsorship.

Company Values and High Performing Behaviours

Values

  • Respect
  • Relationships
  • Responsibility

High Performing Behaviours

  • Be Entrepreneurial
  • Be Empowered
  • Be Collaborative
  • Be Safe
  • Be Focused
  • Be Open
  • Be a Leader 

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