Personal Assistant

Job description / Role

Make a difference every day

The Job Opportunity

Serco is looking for a Personal Assistant to join the team at Serco Dubai Metro. The purpose of this position is to provide a secretarial service including administrative and clerical support to the Managing Director and Engineering & Maintenance Director.

Key accountabilities

- Provide comprehensive executive support to the Managing Director and E&M Director, specifically to manage diaries, day to day activities and coordinate all business and personal correspondence;
- Interface with executive directors internally and with senior management externally in a professional, effective manner;
- Provide assistance in the scheduling of meetings and appointments, maintenance of files and records, data updating and preparation of various correspondences, business reports and presentation materials;
- Manage administrative events such as travelling arrangements and preparing itineraries. Ensure all travel documents are valid such as passport, visa (local & overseas), etc.
- Coordinating hiring activities for senior management, meetings and group events;
- Take the lead with the project management and implementation of Metro special events; including staff functions and annual business briefings (Fun Day, Evening events, Business Briefings, Away Days, Client and Internal Workshops, Management Briefings, etc.)
- Coordinates company events to make sure it runs smoothly and successfully including managing details like location, selecting menus, accommodation and transportation.
- Manage general office administration and housekeeping of Managing and E&M Director's office;
- Assist in preparation of presentations, proofreading/ formatting documents, and assisting with correspondence, memos, charts, tables, graphs, plans, etc;
- To assist in the tender bid process by coordinating tender documents;
- Administration of Aconex; transmittal of documents/ letters; creating users, etc. Ensure that User List and List of Approvers are updated.
- SAP user - Site Purchasing Coordinator. (SRM, Trips, Petty Cash). Submit GRIR, Accrual and other Finance related report when required. Manage petty cash which includes timely settlement and reimbursement
- Manage and monitor distribution of Spot Award gift certificates
- Q-Pulse super user - - Acknowledgement of notices, encoding of Leadership tours and other important documents, etc.
- Act as the Directors' first point of contact with people from both inside and outside the organisation;
- Provide assistance to the direct reports of the Managing Director and E&M Director when requested in particular (travel arrangements, payments, Trip Expenses, etc.)
- Manage diary and day to day activity of the Dubai Metro driver; Ensure that there is no conflict with the Managing Director's logistics needs.
- Prepare programme for visitors/guests visiting any Transport contracts as agreed and approved by the Managing and E&M Director and ensure contract heads are well informed and prepared. Ensure that the programme is followed accordingly and attend diligently any unexpected complexities/changes.
- Manage big monthly meetings such as OFR and Transport Exec monthly meeting. Ensure reports are collated ahead of time and the presentation pack is accurate.

Requirements

What we are looking for in our candidates:

- Ability to keep discretion and confidentiality;
- A dynamic, high energy individual who can support several groups/sections within a department;
- Ensure that work will be handled efficiently in the Executive's absence.
- Possess good communication skills and the ability to manage multiple tasks efficiently and work productively in a fast-paced, team-oriented environment;
- A mature and responsible approach to work and use initiative to solve problems and be able to liaise in a professional and persuasive manner with staff at all levels in the organisation;
- Strong organisational skills, detail oriented, and the ability to handle multiple priorities;
- Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine information;
- Ability to demonstrate both good literacy and numeracy skills required for the role;
- Possess a recognised qualification in speed and accuracy typing;
- Possess strong PC skills including proficiency with MS Outlook, Word, Excel and Power Point applications and ability to learn new software based applications.
- Perform advanced clerical or administrative works requiring excellent communication and coordinating skills;
- May also co-ordinate the work of a small admin team consisting of 2 or 3 staff;
- Manages non-routine aspects of own job with limited supervision;
- Occasionally responsible for supporting junior/support staff
- Routine decisions based on standard rules and procedures;
- Takes personal responsibility and accountability for delivering job outputs;
- Participates cooperatively and makes constructive contribution to team efforts;

Specific requirements

- Ideally a degree holder or high diploma of post-secondary education in a business, management administration or any related discipline.
- A minimum of 5 years, preferably 7 years experience in providing administrative and clerical support to an Executive or group of senior managers in a fast paced environment;
- Extensive knowledge of a multi-culture organization, know who the key personnel are (both external and internal) and able to understand the organisation's aims and objectives.

Working with Serco

At Serco, not only is the nature of the work we do important, everyone has important role to play.

We are a team of 50,000 people responsible for delivering essential public services around the world in areas including defence, transport, justice, immigration, healthcare and citizen services. We are innovators, committed to redesigning and improving public services for the benefit of everyone.

Join Us

Take pride in what you do

Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.

About the Company

Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.

Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.

Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.

Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.

We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.

Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.