May 15, 2018

Oracle Careers - Administrative Assistant to Cluster Leader

  • Oracle
  • Dubai - United Arab Emirates
Full time Admin, Secretarial and PA Jobs

Job Description

Job Title:  Administrative Assistant to Cluster Leader

Company Name: Oracle

Location: Dubai, United Arab Emirates (UAE)

 

Job Summary: The Administrative Assistant To Cluster Leader will provide Administrative support the regional Cluster Leader of sales organisation. The AA is to ensure smooth and seamless integration and management of the Cluster Leader LOB, applying pro-activity, initiative, discretion and confidentiality to all tasks. The role of the AA will be to ensure that the Cluster Leader operates as effectively as possible.

 

Key Duties and Responsibilities:  

  • Proactive diary management - responsibility for keeping an overall view of the diary and ensuring an optimum schedule for the meetings
  • Management of Cluster Leader office by ensuring the provision of all briefing papers and supporting information to the Cluster Leader in a timely manner.
  • Managing inbox/ email flow by ensuring that the Cluster Leader is engaged with essential email, and action, escalate and delegate where appropriate
  • Scheduling weekly/monthly conference calls with management team and key stakeholders, collect agenda items, attend, minute and distribute
  • Extensive time and travel management. All travel arrangements to be identified and made well in advance to comply with Oracle travel policy
  • Facilitate information flow between Cluster Leader office and other internal/external groups
  • Action Cluster Leader expense reporting and claims in a timely manner; process purchase orders and procurement requests. POs & cost centre expenses tracking and follow up with budget owners during the course of every quarter
  • Responsible for booking and management of team and extended team off sites meetings ensuring that costs are kept to a minimum, but remain motivational (internal and external meetings and event organisation)
  • Assist with reporting, information analysis, reviews of monthly KPI data and flag any significant findings to Cluster Leader
  • Management of ad-hoc projects and project management to solution on behalf of the Cluster Leader
  • 100% discretion applied to confidential information
  • Actively participate as a highly trusted and involved member of the management team, responsible for issuing agendas and pre-reading, issuing minutes in a timely manner, monitoring actions, follow-up of actions, and scheduling all management team activities
  • Ability to work from multiple locations and have flexibility to meet demands of role

 

Qualifications, Skills and Experience:

  • The applicant should have operated for five years in a large complex business environment as an Administrative Assistant
  • Enable the Cluster Leader to work as efficiently and effectively as possible
  • Presents a professional image both internally and externally at all times
  • Exceptional time management skills
  • Excellent communication skills
  • Error free and timely correspondence
  • Use initiative appropriate to position and demonstrates a high degree of pro-activity
  • Eyes and ears for the Cluster Leader across the business
  • Responsible for ensuring the reputation of the Cluster Leader is maintained at a high level
  • Excellent written and spoken command of English
  • High level of practical knowledge of tools and applications
  • Understanding of managerial, financial and administrative processes
  • Mature and professional behaviour
  • Able to act autonomously with limited supervision
  • Creative thinker and problem solution finder
  • Excellent organisational skills and results orientated
  • Project Management skills
  • Experienced in dealing at an Administrative level both internally and externally
  • Intermediate level skills in MS Outlook, Word, Excel and PowerPoint
  • Able to work in confidence with confidential matters
  • Ability to work under pressured deadlines
  • Ability to make decisions and be assertive where appropriate
  • Diplomatic and tactful
  • Self starter/works on own initiative
  • Able to take effective action without always knowing the total picture

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