Job Description

PIPECARE Group [UAE] is looking for an experienced Personal Assistant to join our Team in the Ajman office. By providing technology and service focused solutions to the international arena of the oil and gas industry, the PipeCare Group of companies has been helping the customers ensure the integrity of their pipeline and facility assets for over 20 years. Position summary: Personal Assistant will be in charge for providing a full range of secretarial and administrative support activities for the Deputy CEO, inclusive of highly confidential and sensitive matters.

Key Responsibilities & Authorities

Handles electronic mails - read, comprehend and sort emails which need immediate attention and response. Sorted emails to coordinate with Deputy CEO; take dictation if necessary and respond electronically as per his advice. Coordinate and/or report all office-related issues to Deputy CEO. Delegate task / give instructions to HODs and employees on behalf of the Deputy CEO (via email or verbally) Responsible for maintaining corporate confidentiality Responsible to report any malfunctions/ anomalies and irregular activities to Top Management Receiving/Accommodating Deputy CEOaEUR(TM)s guests/VIPs and/or visitors at all levels. Drafts general correspondence, hand over for review and do corrections/revisions accordingly. Handles and screens incoming calls for the Deputy CEO (mobile and land line). Attends incoming internal calls (Deputy CEO 's office). Attend and respond to queries of HODs and employees (via internal calls or email) Coordinate HR and Accounts related issues to Deputy CEO such as approvals for air tickets and hotel reservations and other relevant office issues. Handles petty cash fund (Deputy CEO Office) liquidation and monitor daily balance. Keeps the Deputy CEOaEUR(TM)s diary schedule - business and personal meetings i.e. medical, bank meetings, etc Take/receive instructions from Deputy CEO regarding his personal matters (home, banks, medical and others). Bring Up File Updating and Follow Up. Constant update of database in order to maintain knowledge of all corporate & personal contacts (all contact information for the Deputy CEO - business & personal). Indexing/Arranging of files and documents in order for easy identification and traceability Travel Plan Arrangement for Deputy CEO (air ticket and hotel reservations and arrangement of meeting schedules abroad delegate this task if necessary). Attends internal meetings; record Minutes of the Meeting, transcribe and submit for review. Skills/Experience: Bachelor Degree graduate (would always be considered as added value) +5 yearsaEUR(TM) experience working with senior management level Proficient in using MS office applications Hold traits/ skills of data and info confidentiality and privacy Experience in working with different cultures