Personal Assistant - Managing Director

Job description / Role

The Personal Assistant (“PA”) role is to further enhance the MD’s capability to expand, develop and manage the business efficiently and effectively. He must gain extensive knowledge of the company, key persons and all Hamdan Group’s facets (both internal, external and inter-company) and have a fundamental understanding of the company’s aims and objectives. Complete discretion and confidentiality must be maintained at all times by the PA and an understanding that this role emulates who and what the MD is and how he is perceived within and without the group of companies. PA may at times be required to act on behalf of the MD (frequently being the first point of contact with clients, internal staff and other business contacts). The MD’s PA will be privy and have access to all the company’s confidential matters such as company set up, shareholding, staff/management compensation packages and disciplinary items, legal & financial affairs, mergers, acquisitions and many other matters.

Reporting to: Managing Director

Main responsibilities:
• Understands that any task the MD requests must be administered managed and completed within the time line required and to exemplary standards
• Screening telephone calls, enquiries and requests, and handling them when appropriate and welcoming the MD’s guests;
• Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff;
• Organising and maintaining the MD’s diary and making appointments, and available time for Business & Functional heads & staff on a daily/weekly basis to discuss issues, problems, BD, operations and other matters;
• Word processing, dealing with correspondence, writing emails/letters and corporate documentations/SOP’s/policies (further information on such detailed herein), taking dictation, typing minutes and meeting reports;
• Organising and attending meetings, and arranging business trips (including flights and accommodations), ensuring the MD is well-prepared for meetings/business trips, preparing meeting agendas;
• Dealing with the MD’s incoming email, faxes and post delegating work to managers as relevant to each staff members;
• Designing and producing documents, briefing papers, reports and presentations;
• Organisation of corporate & company entertainment, management meetings and events;
• Devising and maintaining office systems, including data management, filing, etc;
• Overseeing office management ensuring the MD’s high standards are maintained;
• Dealing with MD’s personal matters including holidays, flights, banking, family, housing and other private matters;
• Processing MD’s business expenses and other administrative items.

Business Administrative duties:
• Carry out specific projects, research and administration as required by the MD;
• Present and maintain final financial documentation, management accounts, budget and other special financial reports as may be required by the MD from time to time;
• Ensuring MD sign off of financial presentations and management accounts prior to submission to the Board of Directors;
• Compile Monthly Executive Report for the MD’s, and Chairman; and quarterly/annual/other reports for the Board of Directors as directed;
• Research relating to governance, legal, accounting and tax implications where required by the MD and in liaison with the FC;

Company Secretarial matters:
• Liaison with licensing authority(s) management, PRO’s/local facilitators, Chairman’s PA for shareholders information, etc;
• Management of all documentation collation for renewal, alteration to establishment, and new licences, including compiling presentation reports, company bio, Shareholding and Board of Directors information, and other strategic information dependent upon countries licensing authority requirements.
• Any other administrative requirement to ensure complete business registration and legal compliance in all countries of operation/service as requested by the MD (working in liaison with the FC/CFO and other internal operations/business managers).

Business Development Assistance:
• Do an initial review of all suggested proposals submitted by Business head to confirm if it is in the business’s interest, highlighting any items for the MD’s immediate attention with respect to information gathering from external parties;
• Assist the MD in developing proposals and in reviewing, negotiating and finalizing JV’s or other contractual and other third/external party requirements to submit the company’s best chance of winning proposal;
• Copy Edit/Proof Read all proposals prior to submission to ensure are maintaining the company’s and MD’s high presentation standards;
• Collate all current marketing/past performance extracts and statements for proposals for submission to proposal master upon requirement for each proposal submission;
• Conduct research on items/companies/competitors/etc as requested by the MD.

Other interactions: Finance Department, HR department, Audit Department, Purchase Department, all Business Head and all Stakeholders

Duration: 2 Years renewable contract
Desired start date: December 1, 2016
Probation: 3 Months
Working Hours: 9 hours
Travel requirements: rarely

Gross monthly base salary: OMR 450 Tax Free
Other Benefits: Free Accommodation, Free Air Tickets to Home Country, Performance Bonus and Incentives as per managements discretion.

Requirements

• At least 6 years progressively responsible experience in a secretarial role of which 3 years as a PA preferably to a MD / CEO / VP;
• Excellent written and oral communication skills in English (other language skills are a benefit);
• Excellent word processing and IT skills, including a range of software packages and comprehensive capabilities in Microsoft Office (Word, Excel, Power Point and Outlook Express) and Windows 7.0 Operating System;
• Typing speed of 50 wpm and audio typing proficiency;
• Honesty and reliability;
• Exceptional presentation skills;
• The ability to work at his/her own initiative and to tight deadlines;
• Flexibility and adaptability to juggle between a range of tasks and work extra hours to meet deadlines;
• An understanding of confidentiality issues and the use of discretion;
• Strong administrative and personal assistant skills with an ability to work well in a fast paced environment, an effective planner with proven time management skills is necessary; attention to detail, personal commitment, efficiency, flexibility with great team liaison skills;
• Experience working in the MENA region preferred;
• A solid knowledge of business management items from company secretarial, business registration, finance (budgets and management accounting), proposals, reports, record management and client liaison is highly desirable;

About the Company

Hamdan Trading Group is part of one of the largest corporate conglomerates from the Sultanate of Oman the Hamdan Group. The group commenced its business operations in the year 1975 and has mirrored the growth of the Sultanate of Oman and contributed significantly to the Omani economy.

Today the group has more than fourteen well organized and diversified business units each establishing a benchmark in its own field. Hamdan Trading Group consists of three core divisions of business of the Hamdan Group Viz; Transport, Heavy Construction and Dunlop Agency.

The Transport Division is one of the largest and oldest in the Sultanate having the most diverse fleet. The most challenging and complex logistics requirements have been fulfilled by the division and has been awarded ISO certification.

The construction Division is engaged in large scale Civil and Private construction activities across the Sultanate employing over 300 full time workers.The Dunlop agency of Hamdan Trading Group is the sole distributor of Dunlop Tires across the Sultanate of Oman and it has currently 12 branches strategically located for the convenience of the customer and many more branches are in the pipe-line to be opened soon.