Executive Assistance

Job description / Role

Executive Assistant to the Managing Director/ Office Management/HR Management/Public Relations
- Communicate and provide information to and from the MD internally & externally, executive assistant formalities, not limited to screening calls and visitors, email correspondence on behalf of the MD including third parties, customers, worldwide branch office staff and Directors.
- Management of the MD’s daily, weekly and yearly calendar/agenda i.e. set up of meetings, business travel (flight & hotel bookings), conferences /exhibitions. Visa processing for MD for business travel where required.
- Management of the MD’s business credit card in collaboration with Finance Manager, ensure that card is valid and has sufficient balance as well as expenses handed in for reimbursement every month.
- HR management of the office staff, i.e. sick/annual leave, business leave, discrepancies. Management of the Dubai office group health insurance in collaboration with the broker firm. Ensure prompt renewal of the medical insurance each year. HR correspondence etc.
- Office Facilities, ensure stationery stock, pantry stock and office plants maintenance is managed accordingly.
- Government online portal activity/applications, IT in collaboration with office IT, Lease, License, Immigration, FM (in collaboration with MD & Finance Manager for payment).
- Business travel arrangement for sales and technical staff. Issuing LPO to travel agents.
- LPO’s to travel agents to be reconciled every month in collaboration with Finance Manager.
- Collaboration with Finance for settlement of job related bills, MD travel expenses, travel agency, HR related, Facilities, government portal, other government entities.etc.
- Develop and document business processes to strengthen internal functions and controls.
- Yearly office rent and license renewal, in compliance with government rules and regulations. This involves obtaining all the necessary documents and notarization from the head office etc, to proceed with renewal before the due date.
- Marketing, direct marketing to clients, liaison with advertising magazines for monthly artwork advertising. Liaise and development of magazine advertising artwork with marketing department in head office. Marketing assistance and liasing sales area related exhibition in collaboration with head office events department. Annual marketing inventory stock ordering and up keep of requirements, i.e. marketing material and favour stock.
- Correspondence with global executive assistants to MD’s for meetings, training of Directors, etc.
- Monthly preparation of Sales Director report and forecast.

Requirements

- Attention to detail is highly required in this challenging position, bearing in mind that the job role is very spread out involving different responsibilities.
- The candidate will be required to develop her own style and work flow ethic in order to fit into all the roles of the job description.
- Integration to the office team both local and worldwide is vital.
- Proficiency in English. German & Arabic will be a bonus.
- High typing and handwriting speed, to take dictation and/or minutes. Minimum 80 words per minute.
- Legal background will be a bonus, bringing to the team a diligent, proactive and quick thinking approach.
- Traveling on business trips may be required for various events/meetings etc. Candidate must be willing to travel at given notice.
- Good Communication skills.
- Ability to work under pressure.
- Neatness, reliability, professional and organisation is critical
- Someone who is well spoken and presented
- Minimum 1 year working experience in UAE.
- UAE Driving License.
- Proficient in Microsoft word, excel, outlook, powerpoint is a must.
- Graduate in Business/HR/Marketing will be taken into consideration depending on the candidate

Employment Package:
- AED12,000 per month
- Company car
- Annual leave – 22 working days
- 1 flight ticket to home city each 12 months
- Working timings – Sunday to Wednesday 8am to 5pm. Thursday 8am to 2pm. Friday & Saturday off.
- Health Insurance coverage
- Any other aspects – as stipulated in the UAE Labour Law.

About the Company

BAC Middle East - the longest established professional recruitment consultancy in the UAE. Established in 1979, we have been at the forefront of the region's recruitment industry for 40 years and were the first firm of our type in the world to achieve ISO9001 certification: a reflection of our constant emphasis on quality and customer satisfaction.

With our well-developed infrastructure and staff strength, we are able to assist you with recruitment needs ranging from junior professionals through to middle and senior management, whatever your industry sector.

BAC's proven regional experience and resources can help ensure that you recruit the best available candidates and enjoy the many advantages of a managed recruitment process.