Personal Assistant
Dubai, United Arab Emirates
Job Description
Responsibilities
- Diary Management:
- Taking responsibility for the smooth running and successful delivery of meetings and other events including attendees. papers, logistics (e.g. travel, video conferencing, other technical requirements)
- Acting as a \xe2\x80\x9cgatekeeper\xe2\x80\x9d \xe2\x80\x93 ensuring that their diary is an accurate reflection of commitments that they intend and are able to meet
- Anticipating and proactively resolving issues in advance e.g. conflicting meetings
- Thinking ahead, informing others of changes to schedule e.g. meetings running late
- Organising client dinners/entertainment and in-house lunches
- Travel:
- Responsible for organising all necessary hotel and travel arrangements (international and domestic) as required, including foreign currencies, hotels etc.
- Having regard for other meetings, time zones, transfer times etc.
- Responsible for accurately preparing travel itineraries which include contact details, key addresses etc. and any relevant documents
- PC Skills:
- Accurately typing/amending a range of documents that comply with Corporate guidelines to a consistently high standard
- Composing routine correspondence where appropriate
- Undertaking research as instructed and required
- Communication:
- Answering the telephone in a professional manner, taking accurate telephone messages and dealing with them in an appropriate and timely manner
- Managing voice-mail messages, providing a summary of calls and, if appropriate, liaising with colleagues in their absence
- Managing e-mail communication \xe2\x80\x93 flagging urgent requests and following up as necessary
- Ensuring that both internal and external mail is dealt with promptly, with prioritisation of incoming papers and requests as appropriate and prompt distribution
- Screening telephone calls. Ensuring that all calls and oral communications are appropriately recorded and dealt with without delay.
- Through regular contact, building good working relationships with secretaries and clients, industry and senior management in other organisations, and Rothschild offices
- Teamwork:
- Working closely with the other secretaries within the division to provide cover and assistance where necessary, including lunchtime cover
- Informing others of your whereabouts and for how long you will be away from your desk
- Administration:
- Reconciling expenses and claims promptly and accurately
- Collating information for client invoices as requested
- Maintaining an up-to-date filing system, ensuring easy retrieval of information and archiving of files as and when needed
- Informing HR of absence (holiday, sickness, paternity and parental leave) including secretarial colleagues
- Other:
- Providing assistance with personal admin. (principally desk-based)
- Any other duties that are within the employee\xe2\x80\x99s skills and abilities whenever reasonably instructed
- Undertaking specific projects as requested
- Advanced knowledge of Outlook
- Advanced knowledge of Microsoft Word, PowerPoint and Excel
- Excellent interpersonal skills \xe2\x80\x93 to communicate clearly and effectively at all levels within the Bank globally and externally
- Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken
- Ability to manage several projects simultaneously, whilst achieving consistently high standards of accuracy, detail and deadlines
- Proactive attitude with the ability to act with good judgement and common sense on a day-to-day basis regarding assigned and ad hoc duties
- Self-motivated, highly productive, reliable with a flexible attitude
- Service orientated \xe2\x80\x93 both to internal clients (bankers) and our external clients.
- Ability to work with limited direction and develop a thorough knowledge of the organisation
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Job Detail
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Job IdJD1502202
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationDubai, United Arab Emirates
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EducationNot mentioned