Executive Assistant/Sales Administrator/Office Administrator

ManpowerGroup Middle East

Dubai, UAE

Ref: HP647-1132

Job description / Role

Employment: Full Time

A leading software company specializing in enterprise search solutions and unified information access (UIA) is now hiring an Executive Assistant / Office Administrator / Sales Administrator. They are looking for a highly “driven”, dynamic, professional individual to provide smooth and timely delivery in this multi-faceted role in a field & sales oriented office of this American company. This role is to provide executive assistance to the MD within the MEA Region in addition to managing Office Administrative affairs as well as in providing support as a Sales Administrator.

Job Description:

Responsibilities Include:

Executive Assistance Responsibilities:
• Manages and maintains MD’s calendars.
• Help with reconfirming meetings, ensure locations and be the point of contact to schedule meetings for MD.
• Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials. Coordinates meeting logistics including location and rates.
• Excellent meeting notes capturing and summarizing capability.
• Ensures that meeting attendees have appropriate information including directions and maps or WebEx or Microsoft Lync and conference line information when appropriate.
• Prepares agendas, Excellent in taking notes and distributes meeting minutes and presentations. Tracks action items and communicates status.
• Makes business travel arrangements and manages and communicates travel itineraries. Manages travel accounts. Works closely with Corporate Travel to schedule and change itineraries.
• Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature. Manages information flow within and outside of division or business unit. Serves as liaison between corporate office(s) by disseminating key communication pieces and distributing materials.
• Tracks executive expenses and generates expense reports. Works with Accounts Payable in order to ensure department bills are paid in a timely manner. May serve as point person for departmental purchases, including but not limited to overall asset management. May manage budget and departmental costs.
• Monitors phones and voicemail systems and answers or re-directs calls. Pro-actively escalates issues requiring manager's immediate attention.
• CRM update & Reporting for MD:
- Update SFDC CRM on behalf of MD and keep updated as key responsibility.
- Understand the sales process and able to get specific reports from the system.
- Able to understand the relevance of KPI’s and reports from CRM and communicate or highlight key findings.
- Manage MD’s and family’s UAE visa expiration, Emirates ID Expiration, Passport expiration in coordination with PRO.

Office Administration Responsibilities:
• Liaise with PRO, TECOM, administer security access cards, underground parking, coffee/pop supply services, photocopiers, facilitate expense reimbursement and accounts payable process, provide grocery supplies, arrange catering requirements, distribute incoming mail, provide month end refreshments, maintain office supplies inventory, manage vendor records, and answer incoming phone line.
• Manage records and files of trade licenses, lease agreement, vendor contracts as a central holder of such information for the office.
• Manage petty cash and liaise with accounts department to ensure proper track of petty cash is done and managed.
• Takes the lead on organizing and executing the social events for the office, including Thursday company lunches, organize and execute all sales kick-offs, meetings and events, and organize and execute all other company meetings/events.

Sales Admin Responsibilities:
• Helping the sales team with basic sales admin tasks, like managing database of key customer contacts, updating data base, tracking and managing key company and sales presentations in a central location, tracking customer proposal, and helping implement easier process to make sales team efficient.
• Ability to help with sales events for driving attendance, being a point of contact with event management or marketing companies, helping at the venue at the event.
• Receiving customers or partners who come to office with utmost politeness, and professionalism and offer them and if required serve them refreshments.
• Actively participate as a member of sales team in meeting, understand the sales process and extend all the help possible to sales team.
• May require making calls to customers to verify details about roles and missing information to make contact DB complete.
• Use of CRM, and update and understanding specific sales and business KPI and reporting will be required.

Travel: Minimal

Requirements

To be considered for this opportunity you must have the following skills and attributes:

• You must be a strong multi-tasker with initiative and a very positive-service attitude.
• A minimum of (1-3) years’ experience as an Executive Assistant and as an Office Administrator is required.
• Experience in interfacing with executive level people and with internal and external customers is a plus.
• Additionally, you must demonstrate an outstanding ability to be resourceful and detail-oriented, exhibit accuracy in tasks and time management, and execute a high proficiency in using MS Office products.
• You will provide administrative support to a leader in the organization by acting as a facilitator and liaison. This will include handling details of a highly confidential and critical nature, exercising judgment in order to pro-actively address requests, and ensuring an efficiently functioning office.
• You must be a results-driven individual and project a positive, professional attitude.
• You must be able to effectively communicate in English with internal and external clients through all available mediums, Arabic is a plus.
• Positive, energetic, can-do attitude and ability to be on top of details will be key attributes.

About the Company

We lead in the creation and delivery of innovative workforce solutions and services that enable our clients to win in the changing world of work.

ManpowerGroup powers the success of many of the world's most dynamic organizations. We deliver innovative workforce solutions that enhance competitiveness, increase efficiency and spur productivity. Combining global reach with local expertise - 3600 offices in over 80 countries - we know the changing world of work and bring a deep understanding of the companies we work for and the industries we service.

ManpowerGroup entered the Middle East in December 2007 after acquiring local company Clarendon Parker, thus bringing 15 years in-depth local knowledge combined with a global footprint and industry shaping expertise and thought leadership. Manpower Middle East supports clients in the Middle East and North Africa regions. Our business is aligned to key skill specializations to ensure our clients requirements are met by expert and knowledgeable consultants that understand your industry and role requirement.

Our consultants are experts in finding the right talent across all industries in a broad-range of occupations including:

  • IT & Telecommunications
  • Engineering & Construction, Oil & Gas
  • Banking, Finance & Legal
  • Sales & Business Development
  • Marketing, Public Relations & Communications
  • Human Resources & Training
  • Customer & Support Services (Secretarial and Administrative)
  • Operational, Supply Chain & Logistics
  • Executive Recruitment
  • Emiratization Solutions
  • Recruitment Program Outsourcing Solutions
  • Managed Service Provider Solutions
  • Talent Based Outsourcing Solutions
  • Outsourced Staffing Solutions

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