Job Description

• Handling Day to Day affairs of Vice Chairman.
• Scheduling meetings, calendar and correspondence.
• Manage and maintain the Vice Chairman's diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Conduct weekly diary meetings with the Vice Chairman to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the Vice Chairman meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the Vice Chairman match his requirements.
• Filter general information, queries, phone calls and invitations to the Vice Chairman by redirecting or taking forward such contact as appropriate.
• Manage the process of calling for briefing on behalf of the Vice Chairman from start to finish ensuring that he is fully prepared for all engagements.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Vice Chairman.
• Prepare correspondence on behalf of the Vice Chairman, including the drafting of general replies.
• Liaise with relevant individuals, external organizations etc. to arrange meetings prepare agendas and draft minutes.
• Minute general meetings as required and complete research on behalf of the Vice Chairman.
• Keep and retrieve files.
• Ensure guests meeting with the Vice Chairman are well taken care of.
• Provide a service that is in line with the Vice Chairman's work habits and preferences.
• Producing documents, briefing papers, reports and presentations;
• Arranging travel and accommodation and, occasionally, travelling with the Vice Chairman to take notes or dictation at meetings or to provide general assistance during presentations.
• The Personal Assistant (PA) will fulfill a specific job but be expected to develop a good understanding of the roles within private office and around the Vice Chairman, and be able to confidently and competently cover for team members when they are absent.
• The PA should expect that on occasion, they will be required to work flexibly with the Vice Chairman and on occasion a longer than normal day.
• Arranging travel and accommodation and, occasionally, travelling with the Vice Chairman to take notes or dictation at meetings or to provide general assistance during presentations.
• Carry out specific projects and research.
• Take on some of the Vice Chairman's responsibilities and working more closely with management.
• Be involved in decision-making processes.

Qualifications and Experience:

• Bachelor degree in any field.
• Minimum 3-5 years of experience as a Personal Assistant/Secretary.
• Experience of successfully working with senior management.
• Experience of diary management/researching and booking of travel and accommodation.
• Expert level in the use of Outlook.
• Expert level in the use of Word, Excel and PowerPoint.

Skills required:

• Strong communication skills in all disciplines including written, oral, email and presenting.
• Native Arabic Speaker with excellent spoken and written communication in both Arabic and English.
• Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential.
• Highly organized and efficient approach required.
• Idea generator, self-starter and ability to think outside the box.
• Ability to cope with competing demands, to prioritize tasks and to manage time effectively.
• Strong organizational skills.
• A positive attitude to dealing with people.
• Willingness to work extra hours to complete tasks and meet goals and targets.
• Willingness to go the extra mile to support the team, the customer and the event.

Job Type: Full-time Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you available to join immediately?
• What is your monthly salary expectation in AED?

Experience:

• Personal Assistant: 4 years (Preferred)
• Office Administration: 4 years (Preferred)
• Writing/Drafting letters/emails in Arabic: 3 years (Preferred)
• Microsoft Excel: 3 years (Preferred)
• Microsoft Word: 3 years (Preferred)
• Microsoft Power Point: 3 years (Preferred)

Language:

• Arabic (Preferred)

Willingness to travel:

• 25% (Preferred)