Executive Assistant

Job Description

Summary

If you are an Executive Assistant looking for an opportunity to grow, AspenTech is seeking a driven individual, to work in a fast-paced environment to support our VP, MEA Sales and the Sales Organization. You will perform a broad range of administrative duties focused on enabling the efficiency and effectiveness of the leaders you support.

You must be a self-starter who is able to initiate and manage activities with a strong sense of ownership and overall focus on work quality and timeliness.

• Manage complex calendars. Arrange meetings and appointments internally within Aspen team and externally with customers and partners. Attend meetings and take notes of instructions and record minutes of meeting if required. Ensure proper alignment of the VP and the team.
• Manage in person meetings and events handling all logistics ( invites, agenda, venue and all other requirements )
• Serve as primary point of contact among executives, team members, customers and other external partners.
• Handle travel arrangements for the VP and leadership team: trip itinerary, visa application, booking flights, hotels, transportation, etc. Assists global executives on logistics when visiting MEA.
• Support the VP on submitting expense claims in Oracle.
• Support the VP/MEA team on raising purchase requests on Coupa i.e payment for meeting/training venue
• Support the VP/MEA team to raise Service Requests on Ivanti for network services requirements.
• Support the Facilities team by manage Bahrain office requirements on maintenance and repairs, supplies requisitions by closely coordinating with local building management and suppliers. Support facilities team on Saudi office opening.
• Support legal team on any administrative requirements
• Process Coupa requisitions for PRO LOI services payments
• Support IT team in managing teams IT requirements in the region
• Support Sales Ops team in deal escalations on Sales Force, forecasting including managing forecast files during forecast calls (when needed), opportunities database cleansing on SF, setting up OSPs and logging on SF, P2Ps, Account Plans.
• Support CS&T team in their local trainings including assisting trainees in visa applications when needed.
• Manages all FedEx shipments MEA
• Manage compilation and maintenance of data and reports in shared folders which team can access for reference.
• Support on registrations on events and conferences in coordination with the Marketing team.
• Compile annual leave plans of MEA Leadership for proper alignment within the team.
• Support MEA and Global team on visa applications for customer visits, meetings, training, etc.
• Manage all meeting rooms bookings in the region.
• Support in organizing HR initiatives and activities for MEA.
• Coordinate with hotels in MEA for corporate rates agreement.
• Maintain and regular update the MEA Sales and SC Organizational Chart.
• Maintain and regular update Outlook Distribution Lists for Sales and SC MEA.
• Spearhead activities for Womens Leadership Forum for MEA being the Chairwoman for the region.

• 5 or more years experience supporting Executive level management in a corporate environment.
• High School diploma required; Bachelors degree preferred.
• Proactive with strong organizational skills; must be able to set priorities and work independently.
• Demonstrated ability to effectively meet deadlines in a fast-paced environment with a multitude of competing priorities.
• Exceptional verbal and written communication skills.
• Manage a demanding workload, and balance self-managed tasks/projects along with management support needs.
• Thoroughness and follow-through.
• A good team player with ability to interact effectively with Executives and employees at all levels.
• Self-starter with strong sense of ownership and pride in your work.