Administrative Assistant / Receptionist

Job description / Role

As an Administrative Assistant, we expect form the successful candidate:
• To draft forms, prepare and modify documents including correspondence, company documents, reports, presentations, memos, and emails as requested
• To compose, type, and distribute meeting notes, routine correspondence, and reports
• To answer clients calls and emails when Senior executives are not available
• To maintain a list of internal registries which always need to be kept updated
• To provide necessary backup whenever necessary to a team of 3 senior executives
• To maintain the general filing system and file all correspondence?
• To maintain professional company image
• To provide general administrative and clerical support including mailing, scanning, faxing and copying
• To schedule meetings and appointments, and to manage calendars
• To liaise with the local authorities daily to request/confirm information on behalf of the senior team
• To handle efficiently company portals of various authorities (RAKICC, RAKEZ, DMCC, JAFZA, etc)
• To monitor the use of supplies and equipment by checking the stocks to determine inventory level; to anticipate needed supplies; to liaise with the various suppliers; to supervise the receipt of supplies.
• To ensure operation of equipment, coordinate the repairmen and maintenance of the office equipment?
• To schedule meeting and appointments, be responsible for hotel bookings and other travel arrangements, collect and validate expenses
• To be responsible for maintaining a good working environment hygiene

As a Receptionist we expect form the successful candidate:
• To greet and meet clients in a polite, warm, and friendly manner and to efficiently direct them to the appropriate person according to their needs
• To prepare the office and the relevant meeting rooms before each client visit or internal meeting
• To receive, direct and relay telephone messages and fax messages
• To sort and distribute incoming and outgoing post, and liaise with Courier companies
• To be constantly aware of the company’s deadlines and scheduled visits of clients and associates to the office

Salary:
AED 3,000 to 4,000 per month inclusive of fixed allowances.

Requirements

Skills:
• Very good command of the English language (spoken and written English)
• Proficient in MS Office (Word, Excel, Power Point, Outlook)
• Assertive, quick on your feet and can think outside of the box
• Meticulous, Careful, Thorough and detailed orientated
• Good communication skills / Ability to work in a multicultural environment
• Highly organized and flexible
• Ability to multitask and meet changing deadlines, ability to prioritize workload
• Must be self-directed and able to complete projects with limited supervision
• Capacity to work under pressure
• To present well (Courteous, cheerful and upbeat personality, office-appropriate dress code)

Qualifications:
• Minimum of 5 years’ experience in office administration (any industry)
• Bachelor’s Degree in Business Administration or any other related course
• Priority will be given to candidates with experience in the company formation business

About the Company

Alpadis is an independent and privately-owned group, founded in Switzerland in 2005, by a small team of seasoned experts in wealth planning.

True to our roots, we have carried the Swiss quality label across various Asian jurisdictions, whilst ensuring consistent high-quality services and enhanced cross-border capabilities for our international clients.

We are a truly independent fiduciary services provider. We choose the best specialists to work hand in hand to maximise your success and our services.

We work closely with corporate clients, entrepreneurs, business owners, High Net Worth Individuals (HNWIs) and their family offices, who consult us for our expertise, credibility and ultimately, out of trust.

We pride ourselves on upholding the highest standards of professionalism, conduct and ethics across all jurisdictions in which we operate, and all the different services we offer.

Our specialists consist of Certified Public Accountants, Company Secretaries, Lawyers and Tax Advisers, many of whom are members of national and international professional bodies.