Executive Assistant

Richemont


Date: 9 hours ago
City: Dubai
Contract type: Full time
The Executive Assistant will provide support to the CFO to help him on a daily basis by dealing all administrative and organizational tasks. She will carry out assignments as requested by the CFO. The EA has a key strategic role for the objectives achievement of the Finance Department in MEIAT Region.

Key Responsibilities

Organization and Scheduling

  • Manage the calendar and schedule appointments (organize meetings, logistics) in liaison with all Maisons and HQ in Geneva.
  • Organize and coordinate business trips for the CFO.
  • Organize and coordinate MEIAT visits for Richemont HQ or Maisons HQ visitors and ensure professional welcoming of guests (agendas, meetings, transportations in liaison with the HQ EA, etc.)
  • Schedule the 2 x annual MEIA Board meetings, 1 x annual MEIA BU meeting and all Regional meetings such as 2 x annual Townhall and Market Business Review, monthly direct report meetings, 2x annual Finance Townhalls and Top 30 quarterly meetings and all annual conferences.

Administrative support

  • Prepare reports and verbal or written correspondence on behalf of CFO
  • Write the minutes of meetings she is attending
  • Draft/write PowerPoint presentation in liaison with other departments (for ex the Board and BU meetings)
  • Prepare documents, templates as needed by the CFO
  • Acts as custodian of corporate documents and records
  • Compose and prepare confidential correspondence, reports, and other documents
  • Create and maintain filing systems
  • Perform confidential duties and related special projects using a high level of discretion and personal judgment
  • Maintain and coordinate a high volume of sensitive and confidential material
  • Prepare and send couriers and other necessary mails, etc.
  • Manage the Management Department T&E budget, UAE Finance department budget, and follow up
  • Submit the CFO expenses reports on time
  • Validate the compliance of CFO’s direct reports’ expenses in Concur

Office / employee coordination

  • Be a facilitator of communication between the CFO and direct reports team members but also all Maisons teams (locally and in HQ or other markets)
  • Prepare internal communication memos within Finance department
  • Update the Finance organizational chart proactively
  • Prepare announcements for the department on behalf of CFO
  • Organize team meetings and team building activities in coordination with the HR department

Internal Communication

  • Act as key contact between the CFO and the directors/director’s assistants and other departments at regional and international level
  • Facilitate collaboration within regional Finance market teams
  • Facilitator with HQ and regional leadership team
  • Ensure distribution flow of information
  • Will be part of Finance talent program organization, planning, scheduling and logistics (Finance accelerator).

Project management

  • Manage special and regional projects at the direction of CFO (regional events, corporate projects)

JOB PROFILE

Education

  • BA’s degree

Required Experience

  • 8 to 10 years as Executive Assistant
  • Technical skills / abilities
  • Fluent in English
  • Good knowledge of Microsoft Office

Personal Skills

  • Professional attitude, integrity, and high level of discretion are essential, as well as the ability to communicate appropriately at all levels
  • Highly flexible and organized person, able to handle last-minute changes or requests, multiple tasking
  • Task focused, able to meet tight deadlines and set priorities according to business needs
  • Great ability to anticipate needs
  • Strong communication and team spirit
  • Use to deal with last minute challenges and ambiguities

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