Executive Assistant - Strategy & International Affairs General Civil Aviation Authority (GCAA)

Executive Support

• Administer day to day activities with focus on providing executive assistance to the line manager. Manage the diary, conveying instructions, directions, or requests, offering support to him/her in maintaining role efficiency.
• Oversee the line manager s complex and detailed travel plans and itineraries; compile documents for travel-related meetings.
• Initiate requisitions for office supplies and always ensure availability of supplies.

Diary Management

• Monitor, schedule, and coordinate the line manager s diary engagements ensuring efficient record of appointments, coordination, and timely follow-up.

Communication

• Manage all inbound and outbound communications of the line manager, including letters, emails, and announcements, in order to ensure that information is disseminated accurately. Write and edit correspondence, utilising extensive knowledge of the organisation s processes and procedures.
• Communicate with key external parties or internal business units seniors to seek, furnish, and to follow up on essential required information. Ensure that the line manager s instructions are fulfilled as articulated. Furnish and obtain feedback from external parties or department seniors as required by line manager. Brief the line manager on the status of assignments being undertaken in relevant business units in order to keep him informed.
• Receive and guide visitors to the office ensuring all arrangements for meetings, presentations etc are made to facilitate smooth implementation.

Budgets and Plans

• Initiate the preparation and consolidation of the line manager s office function and departmental budgets. Request clarification or justification whenever necessary. Obtain authorisation and proceed with the final submission on time.

Document Management

• Organise and maintain comprehensive records of relevant reports, minutes of meetings and general documents to ensure an accurate record and evidence base.
• Receive, classify, consolidate and/or summarise documents and information as well as maintaining records of documents processed to ensure compliance with standards.

Policies, Systems, Processes and Procedures

• Implement functional policies, systems, processes, procedures, and controls covering all areas so that all relevant procedural requirements are fulfilled while delivering high quality safety services to the Sector in accordance with GCAA standards.

Reporting

• Ensure that all functional reports are prepared timely and accurately and meet GCAA requirements and quality standards.

Health, Safety and Environment within GCAA

• Ensure compliance with all relevant health, safety, quality and environmental management procedures and controls to guarantee employee safety, legislative compliance, delivery of high-quality products/services and a responsible environmental attitude as per IMS available standards.

Other Tasks/ Accountability

• Perform additional tasks relevant to the role / area of expertise as requested by the management to be able to achieve the objectives/commitments.