The document outlines a vacancy for an Executive Assistant at the Maghreb Economic Forum for a 12-month contract in Tunis, Tunisia, closing on March 8, 2016. Key responsibilities include providing administrative support, managing schedules, organizing meetings, and coordinating travel and events for the management team. The role requires strong organizational skills, attention to detail, proficiency in English and German, and technical literacy in Microsoft Office applications.

1. Current Vacancy:
Executive Assistant (Secretary)
MAGHREB ECONOMIC FORUM:
12- month contract
Tunis, Tunisia
Closing Date: 08 Mar 2016
Role Overview
The Executive Assistant is responsible for administrative support and secretarial assistance to
the MEF team, including to the Director, Senior Managers, Managers, and other support staff
as and when required. The role is responsible for the smooth running of the managers’
business activities including travel planning and expenses, record-keeping of internal and
external meetings, timely management of correspondence, etc.
For this role to be successful the Executive Assistant needs to interact across the whole of the
MEF team up to and including Managing Directors and where applicable external clients &
service providers.
Key Responsibilities and Deliverables
• Carry out all secretarial and administrative duties for Managers to enable smooth
running of the office.
• Take minutes at meetings ensuring all key points are captured, summarized and
effectively presented to the manager.
• Managing diaries, arranging internal and external meetings and conference calls,
receiving visitors ensuring that each meeting is seamlessly executed.
• Prepare Powerpoint presentations and other material for meetings / committees
• Correspondence – drafting, checking and/or proofreading as needed
• Obtain the appropriate sign off on documents when required ensuring that they are
signed or coordinated in a timely manner.
• Draft routine business correspondence for Director’s signature. Prepare, draft and
check team documentation ensuring quality management control.

2. • Organize and coordinate filing in various electronic systems i.e. Live link including all
aspects of safekeeping if applicable. Overall coordination and responsibility for the
information added, ensuring quality management and control of the information.
• Maintain comprehensive filing in various hard copy and electronic systems and
archiving for Managers’/team to ensure instant retrieval of documents.
• Manage and coordinate conferences and events by being well organized, paying the
utmost attention to detail and trouble-shooting in advance and on the day to ensure
that all runs smoothly and on time.
• Responsible for arranging all elements of travel according to company policy and
claiming expenses in a timely manner to ensure the Director/Manager does not incur
any unnecessary delays in receiving payment.
• Manage and coordinate hotel/travel arrangements, itineraries and arranging visas,
renewing passports as required to ensure travel arrangements run smoothly.
• Organize and coordinate internal departmental events ensuring they are professionally
managed to a high standard.
• Maintain Contact Database.
• Depending on the Team/location may be responsible for the team’s sick record by
updating absences, ensuring an accurate and up-to-date record is available.
• Conduct ad-hoc or specific tasks assigned by Line Manager which may be related
amongst others to pipeline or reporting.
• May act as departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-
ordinator.
• Process consultancy contracts/legal documentation and liaising with consultants, and
outside lawyers as directed by manager.
• Provide secretarial cover during absences and provide handover notes to ensure a
smooth transition upon departure.
Essential Skills, Experience and Qualifications
Academic Qualifications
• High School Education
• A recognized secretarial qualification would be useful, but is not essential
• Fluent English and German, with excellent written and oral communication skills
• Knowledge of another language (e.g. French, or Arabic) both written and spoken an
asset
Experience/Knowledge

3. • Secretarial and administrative experience essential.
• Excellent organizational skills
• Attention to detail and eye for accuracy.
• Demonstrates initiative to work independently on day to day basis
• Ability to prioritize and schedule own work
• Confidence to put self forward for various projects and responsibilities and quickly
understand what is required of the task at hand.
• Ability to use initiative to undertake tasks and projects without guidance.
• Reliable, flexible, and proactive work attitude; and willing to work overtime as and
when required
• Conscientious, reliable and flexible with a professional, helpful, and cheerful attitude.
• Strong team player, with the ability to work efficiently and to handle simultaneous
assignments involving a wide range of organization-wide contacts.
• Ability to build effective working relationships with clients and colleagues in a
multicultural environment.
• Good communications skills, including a pleasant and efficient telephone manner.
• Excellent interpersonal manner, employing tact and diplomacy.
• Ability to multi-task while remaining calm and professional and a capacity for hard
work.
• Ability to cope well under pressure.
• Ability to exercise judgment on and deal discretely with confidential/sensitive
information and data.
Technical Skills
• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• At least 55 wpm typing
This job description is not limited to the responsibilities listed and the incumbent may be
requested to perform other relevant duties as required by business needs.