Overview

People. Passion. Pride. This is what has driven our teams since 1833.

Since that time, we have developed to become a critical partner in the global aviation industry, delivering time-critical logistics services at 350 locations in more than 65 countries, across six continents.    

But at the heart of our business is our people.

Role Purpose

The Executive Assistant will be accountable for providing all administrative support in an organised and cohesive manner for the MASIL Management team, including travel arrangements, assisting visitors and organising all events, programs and meetings.

The role provides business and local administrative support to the MASIL management team, while supporting the General Manager. The role is responsible for maintaining existing relationships with government departments, translating all official documents and maintaining rental agreements.

Main accountabilities include:  

• Support the General Manager with all business reviews and daily, weekly and monthly monitoring reports for all workstreams
• Support and assist with Arabic/English translation services and maintain letter filling reference
• Managing the Manager's calendar and keep track of all travel plans
• Raising service/purchase orders in the relevant system
• Coordinate with Travel Agent to generate report of any travel related data for internal and external team members
• Booking meeting facilities and lunch/food arrangements etc
• Assisting the On-boarding and Off-boarding process in conjunction with HR team for all new management joiners
• Supporting ad-hoc requests for the SMT (Senior Management Team), as required
• Maintaining and updating the Team's Telephone Listing & team whereabouts kept up to date
• Additional duties as requested by General Manager and HR Manager.

Supplier invoices

• Have invoices signed off by requestor then raise payment request to finance

Travel

• Flights
• Search for fares to find the most economical deal for travel in line with policy
• Book travel online with the travel agency.
• Keep accurate records of travel spend and share bookings with the traveller

• Hotels
• Maintain good relationships with sales managers of hotels
• Negotiate best rates at hotels in the region where we are likely to visit
• Work with colleagues in other locations to use their relationships at hotels
• Iraq
• Book travel for management team (flight, hotel, car)
• Travel log must be accurately maintained and sent to reginal finance weekly

Company                   

• ICAA
• Ensure we are compliant and up to date with ICAA requirements.
  • Trade license
  • Lease agreements
  • General updates submitted to ICAA safety Department
  • Respond to all official letters
  • Third Party Liability Insurance
• Office
  • Manage the relationship with the owners ABG, IAW and ICAA
  • Make periodic requests to the owners (NOC's, contract renewal etc)
  • Pay and maintain receipts with cleaners and suppliers
  • Ensure we are compliant with Iraqi H&S requirements
• Visas
  • Ensure visas of colleagues are up to date
  • Support & facilitate visas for colleagues travelling in the region Managers
  • Maintain accurate records of holiday rotation and book all flights
  • Collate public holiday details for Iraq and share with team
  • Iraqi visa process to be managed and renewed Events
  • Plan and execute events throughout the year
    • Company board meeting
    • South African board meeting
    • Team incentive events

Safety, Security, Wellbeing and Compliance:

ALL employees have a responsibility and duty whilst at work to: 

• Take reasonable care for the health and safety of themselves and of others who may be affected by their actions or omissions whilst at work. 
• Co-operate with their Manager / Supervisor in order to allow them to perform or comply with any legal requirements imposed on the company. 
• Not intentionally or recklessly interfere with or misuse anything provided by the company in the interests of health, safety or welfare reasons. 
• Inform their Manager / Supervisor of any work situation, equipment or activity that represents a serious or immediate danger to health and safety. 
• Report any hazards, near misses, incidents, accidents or dangerous occurrences to their Manager / Supervisor, who will then follow the procedures contained in this manual. 
• Carry out work in accordance with information and training provided and any specific workplace health and safety rules or procedures. 
• Fully understand the company's health and safety policy. 
• Attend training courses as may be arranged by the Company. 
• Engage with MORSE and follow our code principles. 

• Full compliance:

o Health & Safety

o Training

o Equal Opportunities

o Harassment

o Data Protection

o Security

• Remain up to date with all station notices relating to policies and procedures
• Remain up to date with all relevant operational, systems and Customer Service training
• Maintain a safe and secure working environment at all times
• Comply with the Company's open, fair, and honest reporting culture

An employee who impedes the implementation of a safe and healthy system of work, or puts themselves or others at risk by not following health and safety procedures or by engaging in horseplay, will face serious disciplinary action. Endangering the health and safety of people, is considered in most Countries and States to be a breach of law, and enforcing officials (e.g. fire officers, local health and safety authority) could bring prosecutions against the Company, Company Directors, Management and employees alike.

Professional Standards

• Respectful, supportive, and friendly approach
• Clear and honest communication
• Passionate and driven.
• Flexible and understanding of changing priorities and situations.
• Punctual and reliable
• Confident and focused

Qualifications and Experience:

• Intermediate computer skills, including MS Office.
• Strong communication skills in English and Arabic, both verbal and written.
• High attention to detail.
• Interpersonal skills and relationship building with both internal and external customers
• Requirement to be self-motivated
• Ability to analyse and derive information from complex data.
• Ability to travel within the network.

Diversity

Menzies Aviation are a committed equal opportunity employer and encourage applications for suitably qualified and eligible applicants regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, pregnancy, and maternity. We strive to create an inclusive working environment, where the different knowledge, perspectives, experiences, and approaches of our global workforce are represented. Where everyone feels valued and can reach their full potential.

Please be aware that as part of our recruitment process, we may look to use a variety of resourcing tools to help us understand your skills and experience in relation to the role. Please feel free to contact to recruiter below, if there are any reasonable adjustments to our process that you would like us to consider.

As part of our recruitment process, we will always consider how candidates fit with our values which you can learn more about here.

Application Instructions

Is this role ticking all the boxes for you? If so, please click Apply now!

Need more detail? Feel free to contact [ Lora Taan ] for further information. The closing date for submissions is [ 2 Apr 2026 ].