Executive Assistant

Job description / Role

Our client a Global Professional Services firm are currently seeking an Executive Assistant to provide secretarial support to 2 to 3 Executives on full time basis and adhoc coverage as assigned by the Office Manager. Must be a fluent Arabic speaker. Role is based in Dubai, salary 16,000 - 18,000 AED + benefits.

Diary management
- Extensive management of on-line diaries, booking appointments and arranging meetings, updates as required.

Ensure Executive/s get to meetings on time with appropriate documentation
- Acting as back up in managing other Executives diaries when their EAs are not available.

Call management
- Handling and screening calls for Executives.
- Taking and passing messages to Executives in a timely manner.
- Organising conference calls as needed and maintaining call record for accounts purposes.

Email management
- Monitoring Executives email inboxes when they are out of the office or at meetings and taking action as necessary.

Travel Bookings
- Organising business travel and accommodation bookings for Executive/s and occasionally for other client staff on relative projects.

Expense & Timesheets
- Coordinating and preparing monthly expenses claims and fortnightly time sheet submissions for Executives and own expenses and time sheets by due dates.

Medical Expenses
- Coordination of reimbursement of medical expenses for Executives and their families as part of the executive health scheme.

Meetings
- If in the office, organising boardroom bookings and refreshments.
- If external meeting, organising all logistics.

Client relationships
- Maintain and build good working relationships with Executives clients and their assistants via phone and email communication.

Executive & Principal general admin
- Proofreading and finalizing of documents when required i.e. presentations, proposals, letters.
- General filing.
- Assisting Executive/s client team in copying of documents if needed.
- Client database management and marketing assistance when needed.
- Keeping Executives own contacts databases up to date.

Other
- Assisting other EAs during busy periods.
- Assisting with the organisation of company events as needed including dinners and outside events.
- Provide reception cover on an ad-hoc basis.

Requirements

- Minimum of 3 years experience in a PA/EA role.
- Experience in a professional services or corporate environment.
- Strong Excel, Word, Outlook and PowerPoint experience.
- Minimum of 40 wpm typing speed.
- Must have good knowledge of the UAE.
- Essential - fluent Arabic speaker.

About the Company

Miller Hay is a privately owned boutique recruitment consultancy specialising in providing clients with secretarial and professional office support staff. We are experienced in placing top level Executive Assistants, Office Managers, Legal Secretaries, Administrators and Receptionists on a permanent and contract basis. Our range of industry sectors includes banking and financial services, professional services, FMCG and commercial as well as supporting the private offices of HNWI.

Located in the Dubai International Financial Centre (DIFC) our team is dedicated to supporting our clients in the region. With a passion for uncompromising quality, Miller Hay has a market-leading reputation for providing an honest, transparent and personal service where the long term needs of clients and candidates take priority over all else.