Executive Assistant Full Time

About the job
Job Description

Role Title: Executive Assistant (EA) and Office Manager

Location: Dubai, office based

Purpose Of The Role

To provide proficient executive assistant support to senior leaders in our business. This is a multifaceted and challenging role which requires a high degree of proactivity, flexibility, initiative and confidentiality.

EA roles at Diageo are critical to the smooth running of our business; it is a varied role, with ample opportunities to grow and maximise the impact of the leaders and teams you support. The world of work is changing, and the ways in which you can contribute to the success of the business is also. Getting to grips and understanding the business areas you support will be key, in order to support your leaders, their meetings and projects.

Whilst this EA role is intended to support senior leaders in MENA (Middle East and North Africa), our teams and leaders constantly evolve and as such you may be reassigned to support a different leader (or group of leaders) to those originally advertised.

Key Responsibilities (may Vary Depending On Business Area/leader)

Effective diary management – emphasis on anticipating needs and understanding priorities
Ability to set up and run virtual meetings – anticipating needs, utilising best practice tools and technology to drive effectiveness
Management/co-ordination of functional specific projects and administration
Co-ordination of data and preparation of relevant business reports and presentations
Coordinate departmental and other meetings as required; take minutes of meetings and prepare final reports of proceedings as necessary. Follow through on action items.
Ensure all Purchase Orders, invoices and expenses are completed in a timely, accurate and compliant manner
Travel, visa and accommodation management and co-ordination
Timely management of expenditure via Concur, ensuring a detailed filing and reference system is in place
Management and organisation of internal and external events e.g. conferences, meetings, events
Meeting space management and bookings
Provide office management support in smooth running of the Dubai office. Support with managing office stationery, maintaining office contracts, organising office meetings and social gatherings.
In addition there may be asks from the broader leadership community where there are critical, ad-hoc or set piece meetings that need to be arranged

What behaviours would you need to demonstrate in order to be successful in this role?

Highly organised and self-motivated, with an ability to anticipate, effectively prioritise and progress workload
Adopt a growth mindset approach to new projects / building new capabilities / in the face of change
Appetite to learn new tools and technologies to unlock capacity for team and leaders – anticipating needs, utilising best practice tools and technology to drive effectiveness
Be creative and proactive in finding solutions to issues faced by the leaders you support and develop and apply an understanding of the function to your work
Strong project management skills

Qualifications & Experience

Demonstration of high performance in a PA or Team Assistant role operating at a senior level
Experience in Microsoft suite usage and technology and digital savvy, proficient in digital and virtual meeting tools
Ideally proficient in the relevant functional systems e.g. Workday
Experience of working across geographies would be advantageous in certain roles

We know that for our business to thrive and for Diageo to realize its ambition, we depend on having diverse talent with a range of backgrounds, skills and capabilities in each of the 180 countries in which we operate and to reflect our broad consumer base. We view diversity as one of the key enablers that helps our business to grow and our values, purpose and standards set the conditions for us to respect the unique contribution each person brings.