Executive Assistant
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Key skills for this role
About the Role
Acino Pharma is seeking an Executive Assistant to provide high-quality executive, legal, and operational support to the Cluster Head, Gulf Region. The role includes calendar management, travel arrangements, contract system administration, and coordination of meetings and events across the Gulf & META region.
Key Skills for This Role
Responsibilities
- Provide comprehensive executive support to the Cluster Head, including proactive calendar management
- Manage all aspects of complex travel arrangements for the Cluster Head
- Prepare and process expense claims for the Cluster Head and review submissions from direct reports
- Coordinate and facilitate approval workflows and sign off processes
- Support planning and execution of leadership meetings, business reviews, town halls, and internal events
- Prepare presentations, reports, correspondence, and meeting materials
- Act as key liaison between Cluster Head and internal/external stakeholders
- Serve as primary administrator for Contract PodAi contract management system across META region
- Coordinate and assign system training to Business and Power Users
- Manage and maintain user workflows across all META countries
- Upload and maintain contract records for Gulf and DRO
- Support planning and execution of large scale meetings, conferences, and events across Gulf Cluster
Requirements
- Experience in executive support and administrative roles
- Proficiency in contract management systems
Full Job Posting
Role Overview
- The position will be based in Dubai, UAE and will report directly to the Cluster Head, Gulf Region.
- The position is responsible for providing high quality executive, legal, and operational support to the Cluster Head and business functions across the Gulf & META region.
- The role ensures the effective management of executive priorities, legal administration processes, contract management systems, and regional meetings and events.
Your Responsibilities
- Provide comprehensive executive support to the Cluster Head, ensuring seamless daily operations through proactive calendar management, including scheduling, prioritizing, and coordinating meetings, appointments, and travel commitments.
- Manage all aspects of complex travel arrangements for the Cluster Head, including flights, accommodation, visa applications, ground transportation, and itinerary planning.
- Prepare and process expense claims for the Cluster Head and review submissions from direct reports to ensure accuracy, completeness, and compliance with company policies.
- Coordinate and facilitate approval workflows and sign off processes by organizing required documentation, tracking progress, and following up with relevant stakeholders.
- Support the planning and execution of leadership meetings, business reviews, town halls, and internal events, ensuring efficient logistics and alignment with business objectives.
- Prepare presentations, reports, correspondence, and meeting materials on behalf of the Cluster Head as required.
- Act as a key liaison between the Cluster Head and internal/external stakeholders, ensuring effective communication and timely follow up on action items.
- Perform ad hoc administrative and project coordination activities while maintaining a high level of confidentiality, professionalism, and attention to detail in a dynamic business environment.
- Serve as the primary administrator for the Contract PodAi contract management system across the META region.
- Coordinate and assign system training to Business and Power Users, ensuring effective adoption and compliance with established processes.
- Manage and maintain user workflows across all META countries, including user access rights, role assignments, confidentiality controls, and alignment of Legal and Business stakeholders within the system.
- Provide first line support to upload administrators and end users, resolving access issues and responding to system related queries in a timely manner.
Additional Responsibilities
- Upload and maintain contract records for Gulf and DRO, ensuring completeness and accuracy of documentation.
- Monitor and manage Business and Power User licenses, maintaining accurate user logs and optimizing license allocation.
- Collaborate with the Commercial Excellence team to coordinate training programs, including venue arrangements, participant logistics, and administrative support.
- Support the planning and execution of large scale meetings, conferences, and events across the Gulf Cluster (UAE and Non UAE markets), ensuring seamless coordination and delivery.
- Manage venue sourcing and procurement activities, including vendor coordination, purchase requisition processing, contract management, invoicing, and payment follow up.
- Coordinate visa application processes for participants, including appointment scheduling, document collection, and ensuring compliance with travel requirements.
- Arrange end to end travel logistics, including flight bookings, accommodation, travel insurance, airport transfers, and other pre travel and on ground requirements.
- Oversee meeting logistics, including venue setup, meeting room arrangements, audiovisual requirements, agenda coordination, team building activities, catering, and dinner events.
- Liaise with internal stakeholders, external agencies, hotels, and service providers to ensure timely execution, cost efficiency, and adherence to organizational policies and procedures.
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