Personal Assistant cum Office Administrator

Job description / Role

Our client, an international FMCG company, is seeking a Personal Assistant cum Office Administrator to be based in Dubai.

Reports directly to General Manager.

Responsibilities as a Personal Assistant:
- Organizing, coordinating and maintaining all meeting dates and attendance together with any visitors; sending meeting invitations to attendees on behalf of GMs.
- Organizing and maintaining diaries and making appointments.
- Preparing and distributing required documents for the meeting at least 2 working days before the meetings take place.
- Dealing with incoming email, faxes and post, often corresponding on behalf of the GMs.
- Examining, evaluating, and translating as required and prioritizing correspondence and papers for the GMs attention.
- Taking dictation and minutes of meetings.
- Arranging travel request, travel bookings and accommodation for all the employees.
- Liaising with members of senior management team.
- Meeting and greeting visitors at all levels of seniority and arranging suitable hospitality
- To perform related duties and special projects as assigned by GM.
- Proof-read all types documents before submission to GM.
- Prepare presentation and charts for conference, meetings.
- Take comprehensive messages when GMs are absent or in meeting.
- Arrange appointments for GM with business partners/ clients and staff.
- Compile, check and make claim of all expenses for GMs when requested.
- Do translation when requested.

Responsibilities as an Office Administrator:
- Ordering office furniture/ external purchasing for internal uses.
- Organizing office maintenance and repair work.
- Supervising the relocation service & shipping for expatriate where required.
- In negotiation with services providers (air ticket, hotel, post office, mobile phone….) for the sake of company profits.
- Organizing department party when requested.
- Liaising with distributors, suppliers and other staff.
- Devising and maintaining data management system and maintaining a filing system, etc.
- Manage and monitor the work of the cleaning company.
- Coordinate the repair and maintenance of office equipment.
- Monitor the office and pantry supplies.

Requirements

- Bachelor's degree or equivalent qualifications.
- Must possess minimum 7 years of experience.
- Ability to liaise with all levels of stakeholders, clients and staff.
- Excellent skills for MS office software and typing skills.
- High level of interpersonal skills.
- Demonstrated ability to meet deadlines and commitments.
- Ability to work well unsupervised and as part of a team.
- High level and understanding for the need for confidentiality.
- Fluency in English and Arabic both in written and spoken.
- To work under pressure.

About the Company

Robert Walters is one of the world's largest specialist professional recruitment consultancies with 53 offices spanning 24 countries.

We've helped thousands of professionals find permanent, contract and interim roles with leading global corporations, small to medium sized companies and innovative start ups. Our specialist recruitment focus includes: accountancy and finance, banking, engineering, operations, legal, IT, sales, marketing, procurement & logistics, HR and support/administration.