IDB2694 - Executive Assistant, Office of the CEO [Third Party Contract]

SECTION I: JOB PURPOSE

This role is responsible for managing the stakeholders experience between the Office of the CEO and its internal and external customers. Responsibilities include analyzing business processes and workflows with the objective of finding out how they can be improved or automated to create a positive customer experience. This will involve digitalizing and automating Office of the CEO services and serving as the custodian for all documentation being handled in the Office of the CEO, and providing the Administrative and Executive Assistant support, if needed. This role requires dedicated person who is willing to contribute in the highly demanding work environment and extensive traveling. 

SECTION II: KEY RESPONSIBILITIES

Office of the CEO Business Processes Automation

• Define, analyze, and improve different processes, workflows, and activities in the Office of the CEO.
• Ensure the alignment between Office of the CEO’s processes and the overall business process architecture of the organization.
• Create automated process documentation/workflows, knowledge articles and self-service guidance for different stakeholders.
• Collect and document of business requirements for project and process improvement/automation efforts.
• Facilitate process workflow modeling to collaborate on process improvements, automation capabilities and clearly defined end-to-end use cases
• Review information and trends to ensure that the output of processes is achieving the desired results and that services are meeting agreed-upon objectives.
• Conduct maturity assessments against the process activities to highlight areas of improvement or concerns
• Identify issues and risks, bring inconsistencies and problems to the attention of management.
• Participate in the problem resolution within the Office of the CEO.
• Work with DOE Department for the digitalization initiatives within the Office of the CEO.
• Liaising with stakeholders in the IsDB offices to solicit information when needed.
• Any other assignments or tasks assigned by CEO or Executive Office Manager.

 

Information and Records Management

• Responsible for accurately, securely, and effectively managing comprehensive information received and/or communicated to stakeholders.

 

Internal Communications

• Manage Office of the CEO internal communications with different stakeholders.
• Prepare and proofread Office of the CEO documents, reports, etc, when needed
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Office of the CEO’s behalf.

SECTION IV: KNOWLEDGE, SKILLS & COMPETENCIES

• Bachelors Degree
• Master’s Degree Preferred in a related field
• Experience developing business requirements and developing instructional and procedural documentation and presentations is a plus

Language Skills

• English is compulsory
• Arabic/French is preferred

Years of Experience

• Minimum 6 years of experience