Executive Assistant – Amman, Jordan (IN – Person )

1 أكتوبر، 2022

0 5 4 دقائق

الوصف الوظيفي

Location:
MENA, europe
PMCG is seeking an Executive Assistant – Jordan Office. The Executive Assistant (EA) role is a highly visible position at PM Consulting Group, requiring interaction with a broad range of internal and external constituents and playing a key role in support of our mission. Reporting to the MENA Regional Director, the EA provides overall administrative and project support to the Director. The EA also has extensive interaction with other staff and community stakeholders. Professionalism, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of a growing organization are essential.
Job Description for Executive Assistant
Location: Amman, Jordan
Open to: Local Jordanians
Full-time position
PRIMARY RESPONSIBILITIES

Provide support and project management for a range of initiatives in which the MENA Regional Director plays a lead role.

Support the management of IDIQs, Requirements Forms and other framework vehicles on daily basis.

Manage the Regional Director calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time.

Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials, and ensuring appropriate follow-up. This includes external and staff events in addition to meetings.

Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, board members, and external partners.

Coordinate travel arrangements for the Regional Director, including coordinating with Home Office flights and lodging.

Schedule and arrange meetings, coordinate the agenda setting, compile and distribute materials, attend meetings, prepare meeting minutes, and maintain corporate documents.

Maintain contact information for all clients, consultants and employees to ensure board email lists are kept up to date, administer Conflict of Interest forms, and related tasks.

Manage electronic signatures process for out-of-cycle resolutions.

Maintain, manage, and continuously improve Share Point intranet site.

Compose, edit, design, and format documents.

Complete expense reports for reimbursement.

Develop and manage the annual budgets for the Regional office.

Assists the Regional Director in creating and proofreading reports, correspondence, and presentations. Duties may include drafting documents; managing documents for signature or approval; and summarizing department activities for internal and external communications.

Administers payment requests and invoices. Duties may include scheduling payments, assisting with the creation of budgets, initiating payments to vendors and processing payments made to the office/department

Prepares Power Point Presentations and Organization charts.

Responsible for filing documents, contracts and all work materials.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. The job might entail other tasks and responsibilities that are not included in the list above.
Behavioral capabilities:

Analytical and Solution Orientated
: Curious about and energized by solving problems. Focuses on continuous improvement and the learning that comes from this, and encourages same approach in others

Flexibility, Impact & Delivery oriented
: proactive can-do attitude. Balances multiple priorities by effective planning and delegating whilst retaining accountability to deliver to deadlines

Inspiring
: Demonstrates belief, energy and passion for achieving goals. Resilient and positive when faced with challenges and setbacks. Cares about those they work with.

Communication:
Active listener, clear in expressing ideas and requirements. Responsive to the input of others and encourages inclusive dialogue

Collaborative:
Works collaboratively and effectively with others to achieve common goals within immediate and wider teams, as well as across external networks and clients/donors
QUALIFICATIONS
Education

Bachelor’s degree, preferably related to international relations or development, political science, information or data science, public policy, journalism or a related field, or equivalent experience.

Proficiency in English language is a must

Proficient with Microsoft Office suite (including SharePoint), Adobe Suite, DocuSign, etc…
Work experience

Minimum of five years in an executive assistant capacity with proven ability to excel at the responsibilities of this role

USAID or Implementing partners experience is highly desirable.

Experience working under pressure and managing multiple, competing tasks and priorities

Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives

Demonstrated initiative and motivation, and ability to handle and prioritize multiple tasks and meet deadlines in a fast-paced environment.

Sound judgment and high level of integrity and professionalism, with an ability to manage confidential information and maintain discretion, diplomacy, and courtesy in all contacts.

Strong organizational and time management skills, with keen attention to detail.

Excellent research and problem-solving capabilities.

Ability to work proactively, both independently and collaboratively with a team.
* Experience with professional social media platforms and ability to advertise positions and follow up to respondents.
In order to ensure the health and safety of PMCG's employees and families, all employees are required to receive vaccinations as determined by the President’s Executive Order No. 14042, Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors, issued on September 9, 2021 and the Safer Federal Workforce Task Force COVID-19 Workplace Safety Guidance for Federal Contractors and Subcontractors, which require COVID-19 vaccinations for all PMCG employees regardless of work location unless a medical or religious accommodation is granted by PMCG. PMCG requires all newly hired employees to be fully vaccinated (meaning two weeks after the employee receives the Johnson & Johnson single-dose vaccine or the second dose of the Pfizer/Moderna vaccines) or have an approved medical or religious accommodation by December 8, 2021 or by their start date if it is after December 8th, 2021.
PM Consulting Group provides equal employment opportunities to all applicants and employees, without regard to race, color, ancestry, national origin, sex (including pregnancy, gender identity or expression), sexual orientation, marital status, religion, age, disability, genetic information, or veteran status.