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Team Assistant

Company Name: The Tony Blair Institute (TBI)
Employment Type:Full Time
Location: Abu Dhabi
Experience: 2-5 years
Degree: Bachelor
Nationality: Any
No. Of Vacancies:1
Job Description:
Focus of the Role
TBI is recruiting a Team Assistant to join our busy Executive support function.  In this post, you will report into one of our Executive Assistants, assisting them in supporting three Senior Directors and providing general administrative support to the wider team.  This would be a great opportunity for an existing Administrator or PA who is looking to take the next step up in their career and gain valuable experience.  Please note, this is an office-based role from our Middle East headquarters in Abu Dhabi open to those already based in the UAE.

Key Responsibilities
Diary Management – co-ordinate internal and external appointments and book in conference/video calls across multiple time zones.  You will be required to manage three busy diaries, keeping confidence and discretion at all times
Meetings and Events – arrange internal and external meetings and events under direction, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
Travel support – Assisting with organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
Email management – monitoring mailboxes, drafting responses, highlighting urgent items for action, filing inbox
Correspondence management – file and escalate incoming correspondence and prepare letters/emails
Expense Management – completing monthly claims
General Support:
Filing – creating, maintaining and retrieving paper/electronic materials for review (for example – ahead of meetings or in support of projects)
Maintaining contact database – scanning/typing business cards, filing cards and keeping contacts up to date
Gifts and Entertainment – record gifts/entertainment received on the company register
General admin support – assistance to the wider team as required, plus support to the Executive Assistants including ad hoc tasks

Person Specification
The successful candidate for the role should be able to display the majority of the following:
Previous PA or administrative experience
Excellent communication, time management and organisational skills
Proficient IT skills including Microsoft Word, Excel, PowerPoint and Outlook
High levels of discretion, interpersonal skills, good judgement and tact
An ability to operate in a fast moving and pressured environment
Understanding and knowledge of current affairs and politics highly advantageous
Proactive team player with positive attitude
Support for the aims of the organisation
Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute
English to business level required
Arabic to good level preferred but not essential
Existing UAE resident (sponsorship/right to work preferred but not required)