We are building awe-inspiring experiences. We are launching award-winning brands. And we are scaling faster than any event organiser in history. Take a leap with Tahaluf, we are offering you the chance to:
- Work within a highly dynamic business with the energy and style of a start-up
- Be part of building a business that is launching new products and events at scale
- Grab an opportunity to accelerate your career and make a real impact.
The Role
The primary purpose of the role is to provide administration and coordination support, including inbox and diary management, meeting, and travel coordination as well as communication assistance and business support activities to assist business planning and project management activities.
The role will involve working within a fast-paced, complex global environment and will require independence and initiative to ensure any potential obstacles such as changing requirements are managed effectively to ensure minimum disruption. It will also be essential to be able to prioritise and manage multiple and varied activities simultaneously.
Key Responsibilities
Administration & Coordination
- Arranging travel, accommodation, relevant visas for frequent business travel for internal and external meetings/events for each Executive.
- Coordinating internal/external meetings and work closely with internal and external stakeholders to ensure attendance and necessary documentation is distributed in a timely manner.
- Organising global video/telephone conferences across multiple time zones.
- Collating and issuing the agenda and minutes for regular meetings along with agreed follow up actions.
- Managing, monitoring and reporting, when necessary, the processing and coding of invoices and expense claims for each Executive.
- Ensuring all hardcopy and electronic materials containing confidential information are securely stored and only accessible to those authorised to view such content.
Communication
- Pro-active & complex diary management syncing with various time zones.
- Inbox management for each Executive to meet their requirements and to support prioritisation of tasks.
- Managing incoming/outgoing communication for the Executives as appropriate to manage expectations of internal and external customers.
- Building strong relationships with Informa divisions within the global business.
- Meeting and greeting visitors at all levels of seniority.
- Attend relevant meetings to ensure representation.
Business Support
- Supporting the Executives to research and collate data, prepare reports and presentation packs for different stakeholders
- Contributing to and monitoring specific projects as assigned or agreed by the Executives
- Any other duties commensurate with this level and role.
· Educated to degree level or equivalent
Qualities & experience
- Previous comprehensive PA experience
- Experience in diary management
- Experience in processing visa documentation, travel arrangements,
- Working across different time zones
Skills
- Excellent verbal and written communication skills and professional telephone manner
- High standards of accuracy, quality and attention to detail
- Strong time management skills and ability to prioritise under pressure without compromising quality
- Flexible and possess ability to adapt to fast changing environment
- Enthusiastic, confident, "people orientated" personality required - able to liaise with people to achieve work goals whilst enhancing relationships
- Ability to keep information organised and confidential
- Helpful, discreet, and mature approach to work
- Advanced skills in Microsoft Office – in particular PowerPoint and Excel
Core Benefits:
- Medical Insurance for individual and family
- Annual leave – 25 days or 28 days (for senior managers)
- Manager and above, School fees contribution, 40,000 SAR per child per year, up to a max of three children
- Wellbeing Benefits
- Remote working on Sundays
- Working anywhere – 1 month every year, or for senior managers and above, 2 months every year
Additional Expat Benefits Only*:
- Paid visa costs – individual and family up to a max of three children
- Paid flight to Riyadh (for you and your dependents)
- 60 days accommodation or suitable serviced apartment from your arrival date. Alternatively, if you already have accommodation in Riyadh and do not require a hotel or serviced apartment, then we provide a one-off payment of SAR 5,000
- SAR 2,500 towards shipping goods/excess baggage costs on production of receipts/invoices
- Cost of an Annual trip home - individual only
- On leaving the company - paid flight home for you and end of service gratuity payment (if applicable)
Additional Benefits where the Saudi National is relocating within KSA Only*:
- Paid flight to Riyadh (for you and your dependents)
- Relocation costs to cover a hotel room – up to 30 days (single / family room), & Excess baggage allowance of up to SAR 1500
*If eligible
