Administrative Assistant

Job description / Role

This is an entry level position for an Administration Assistant for a small team within the VisitBritain APMEA Head Office in Dubai. The position will report to the Finance and Administration Manager and perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.

RESPONSIBLITIES:
- Meet, greet and serve visitors and clients
- Answer, screen and transfer telephone calls
- General clerical duties such as photocopying, binding, mailing etc.
- Handle requests for information and data
- Maintain electronic and hard copy filing systems
- Prepare written responses to routine and ROW (Rest of World) general enquiries
- Prepare and modify correspondence including emails, documents, presentations and templates
- Upload ROW coverage from press trips to Prince – PR evaluation system
- Facilitate meetings, travel and hotel bookings for staff, visitors and travel trade
- Prepare agendas, schedules and minutes for meetings
- Assist with presence at external exhibitions and events when required
- Handing all procurement requirements for the office
- Order and monitor stationery, office and kitchen supplies
- Deal with all third party suppliers
- Assist HR with HR administration duties including employment agreements, visa applications, new employee formalities etc.
- Assist Finance with Finance administration duties including staff expense claims and petty cash etc.
- Data entry (e.g. filtering business cards and updating the database system)
- Oversee general office upkeep and co-ordinate maintenance work in a timely manner

SALARY: 3,500 AED all inclusive

Requirements

- Computer/technical skills and knowledge of relevant software
- Knowledge of operation of standard office equipment
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping
- Knowledge of principles and practices of basic office management
- 1-2 years experience in a similar role
- Excellent English skills – written and verbal

KEY COMPETENCIES:
- Communication skills
- Planning and organizing
- Time management and prioritizing
- Problem assessment, problem solving
- Good judgement- to make reasonable decisions in the absence of direction
- Information gathering and information monitoring
- Attention to detail and accuracy
- Flexibility and adaptability – maintains a positive demeanour even in the face of change
- Proactive – ability to foresee problems and take preventative action
- Customer service orientation
- Teamwork – ‘can do’ attitude and willing to provide back-up support for co-workers
- Business understanding

About the Company

VisitBritain is the national tourism agency, responsible for marketing Britain worldwide & developing Britain’s visitor economy. A non-departmental public body, funded by the Department for Culture, Media & Sport, we work with partners in the UK & overseas to ensure that Britain is marketed in an inspirational & relevant way around the world. Our partners include government agencies such as UKTI, airlines & operators, global brands such as Samsung as well as the official tourism bodies for London, England, Scotland & Wales.