Executive Secretary / PA to MD

Petrochem Middle East

Dubai, UAE

Ref: NP507-14

Job description / Role

Employment: Full Time

We are looking to recruit an exceptionally organized individual to manage a very busy MD’s office.
Immaculately presented, you will be responsible for the various day-to-day administration activities to ensure the smooth running of his office.

Key responsibilities will include but not limited to:

• Handle complex and extensive travel arrangements (includes visa processing, flights, accommodation and transportation requirements)
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Develop and maintain effective working relationships and ensure effective and efficient quality service
• Prepare and track expense claims, support with general administration - preparing PO’s etc.
• Screen incoming calls, fielding calls if appropriate, and assisting where possible
• Responsible for the coordination, follow-up, organization of electronic and paper files/ records/documents and retrieval of documentation
• Ability to anticipate the MD's needs, act accordingly, and proactively bring together appropriate people and resources to support him in addressing issues
• Manage external contacts for the MD, proactively understanding who they are, which are priority contacts, and keeping track of periodic communication needed for priority contacts
• Manage the daily schedule of the MD, ensuring that he knows his schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary
• Manage the MD’s travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, marketing materials, and other necessary preparations
• Represent the MD in a professional and congenial manner in person, in telephone conversations, and in written correspondence
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
• Provide regular feedback/updates on the progress of assigned projects
• Assist the MD in all tasks and functions as required. This may include events, special projects, meetings, and clients customer service
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events
• Handle confidential information in a professional and discreet manner
• Schedule, coordinate, prepare agendas, attend meetings
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD
• Ensure that various administrative tasks are done in an effective and efficient manner
• Manage bank accounts, credit cards, statements etc.

Requirements

Maturity and professional approach will be key to this position. You must be capable to work in a highly energized environment and deliver on your initiative and be willing to assist beyond your call of duty as and when required.

Skills:
• Professional demeanor and strong interpersonal skills
• Superior verbal and written communication skills
• Highly organized individual with a real attention to detail
• Pro-active and always “one step ahead” with a ‘can do’ and ‘will do’ attitude
• Ability to work in a fast paced environment with tight deadlines
• Tact and good judgment in confidential situations and proven experience interacting with senior management
• Show great initiative, ability to exercise discretion and exceptional organizational skills
• Outstanding interpersonal skills and ability to perform under pressure
• Excellent command and fluency in spoken and written English language
• Expert in multi-tasking, organizing and prioritizing work load/time management
• Demonstrate high level of integrity, be energetic, a problem solver, a team player and work well within a fast paced environment
• Confident, polite, respectful of others, ability to adapt to changing situations, able to work independently within a quality focused organization

Qualifications:
• Bachelor’s degree or Diploma in Secretarial course
• Highly proficient in MS Office (Word, Excel & PowerPoint) and other applications
• Minimum 5 years’ experience supporting Senior Management/Executives in a similar role with a reputable company
• Background in a support capacity - admin support/secretary/operations coordination

Interested candidates may submit their CV along with a recent photo, mentioning their salary expectations.

Desired start date: As soon as possible

Compensation package : Competitive and in line with market

About the Company

The year 1995 saw the inception of Petrochem Middle East FZE. We have since transformed the face of the regional petrochemical business and become one of the largest independent chemical distributors in the Middle East.

Petrochem has built one of the most modern, state-of-the-art distribution terminals in Jebel Ali. This facility includes bulk Storage Sea fed tanks, dedicated drum storage facilities, four fully automated drumming lines and a separate dry goods storage area. The terminal adheres to the strictest of health and safety norms and is environment friendly, making sure all operations upkeep the health and safety of its personnel.

We began operating from one office in the Jebel Ali Free Zone, Dubai, but rapid developments and a focused vision have ensured Petrochem’s global expansions. We currently have offices in Dubai, Jebel Ali, Shanghai, Antwerp and London. We also have an office and distribution facilities in Singapore, India and United Arab Emirates.

We are an ISO 9001:2008 company and also have ISO 14001:2004 and OHSAS 18001:2007 accreditations.

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IT Executive salaries in UAE

Average monthly compensation
AED 5,500

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