Executive Assistant

Job description / Role

My client is an Indian family owned hospitality group who have opened their Head Quarters in Dubai. Owning over 15 developments throughout India, the company have also ventured into Private Investment & Real Estate.

* Office Administration - Manage Reception Area. Phones and visitors with good customer service. Stationary management, Pantry management, Planters, Manage Couriers/Invoices, Pigeon Holes, Cleaner Supervision, Liaising with Almas tower Management office. Process access cards for Building and Office, third party delivery, First Aid Box, Ordering Business cards.
* Support to HR.
* Time Machine Maintenance: Update joiners/leavers, Staff movement across stores, Register finger scans. Report generation on monthly basis. Based on report identify employees working Less /Extra Hours plus extra absences other than weekly off.
* Screen resumes submitted by walk-Ins. Schedule candidates for interviews as and when required.
* Printing HR and Training Documents for Induction purpose and other training schedules.
* Create files/folder to be used for HR.
* Full Support to Managing Director.
* Organize and manage day-to-day General Managers work schedule providing high-quality support.
* Prepare presentations, reports, and statistics for Board meetings.
* Manage, prioritize and monitor the GMs correspondence, including calls, emails, post, and fax maintaining confidentiality.
* Manage/prioritize all schedules ensuring effective time management.
* Collect relevant information to prepare the brief for meetings, trips, and events
* Managing database handling correspondence, complying with procedures/ administrative systems/policies.
* Manage heavy travel schedule. (processing visas, hotel bookings, transportation, etc.) and and processing travel and expenses as per the company policies and procedures on SAP.
* Organizing and arranging conferencing /Conference calls with worldwide offices.
* Maintain and create database and spreadsheet for excellent filing system ensuring information is easily retrievable.

Requirements

The role will suit an enthusiastic, strategic and proactive thinker, a multi tasker, able to work at the highest level. The ideal candidate will be resourceful, offering creative solutions and managing day to day operations within the Group CEOs office, providing structure to his day. Possessing advanced MS Office skills and open communication as well as a polished and professional approach, we are seeking the very best for this role.

Candidates will be highly organized and have the ability to anticipate alternate solutions and to always be prepared with contingency plans as required in a calm and efficient manner. In a word, we are seeking a very committed and experienced individual, the very best, who will have the ability to multi-task on a variety of projects and one who will also understand the importance of deadlines and achieving strategic goals. Reliability, tenacity and professionalism are key attributes we are looking for!

About the Company

Mackenzie Jones Middle East has decades of recruitment expertise in various industry sectors. Along with a deep understanding of key market sectors and regions, we never forget to treat clients, companies and candidates as individuals who have unique needs.

So we always listen, constantly learn, occasionally challenge and frequently advise. Its all part of a service renowned for its courtesy, consideration and dedication. Based in Dubai since 2006, our office covers the GCC and Levant countries and with the right regional expertise, we are the leading specialists.

Were growing rapidly because people appreciate our honesty, commitment and results.