Part Time Personal Assistant to the Founder

Job description / Role

Job Description
• Ensuring that the Director’s private office and Branch office is manned between 2.45pm-7pm a minimum of 3 week days plus 9am to 7pm one weekend day. Performing a welcoming and efficient ‘front of house’ role for the company in the office, over the telephone, by email, by letter and during on-site meetings
• Ensuring the phone is answered and messages are handled responsibly during working hours (2.45pm - 7pm in the week and 9am-7pm on one weekend day as well as on the office mobile phone at all times when required)
• Preparing the Founder’s email and postal correspondence, mostly by live audio-dictation
• Working closely with the Founder on special projects
• The main project that you would be required to focus on maintaining an extensive list of contacts both in UAE and out of UAE, updating the list and making any necessary changes.
• Carrying out mass mail outs by mail merge (training for mail merge will be provided during the training period)
• Preparing correspondence relating to the Founder’s UK and UAE properties, including liaising with real estate agencies, contractors, suppliers and tenant
• Managing the Founder’s properties also includes managing all estate agents that are dealing with the Founder’s property at any given time and coordinating with them to ensure they have all that they would need to effectively deal with the Founder’s properties.
• Personal assistance to the Founder as required alongside other team members, including coordinating the written communications to contractors and suppliers for the current house renovation and any social gatherings
• Providing first class administrative and secretarial support, preparing documents and presentation materials for the Founder
• Ensuring electronic and hard copy filing systems are correctly maintained
• Managing the Founder’s business and social diary, liaising with senior people and consultants from different business and charity organizations
• Arranging and preparing the Founder for internal and external meetings
• Supporting the team in ensuring resources, marketing materials and other documents are kept up to date
• Petty cash management and basic accounts administration where necessary
• Coordinating meetings for team members and updating task lists as required
• Carrying out ad hoc investigative background research in the fields relevant to the company
• Organizing domestic and international travel arrangements including booking flights, tracking air miles, booking travel insurance and completing visa applications
• Ensuring the phone is answered and messages are handled responsibly when in the office and also on the office mobile phone at all times when required
• Managing office supplies and expenditure, minimizing costs wherever possible
• Arranging courier deliveries of documents and ensuring packages are tracked
• Ensuring the smooth running of the office infrastructure (telecoms, IT hardware and software etc) principally in conjunction with IT support providers
• Sourcing, recruiting, training and managing other office personnel, including interns, volunteers etc.
• Managing daily maintenance of the office space and recycling, including educating self about environmental sustainability and adhering to best practice to minimize carbon, water and waste pollution
• The Founder’s housekeeper looks after selected aspects of the office administration, such as maintaining the 21CL contacts database, managing petty cash, receiving courier deliveries, performing a welcoming ‘front of house’ role for visitors, preparing refreshments, ordering lunch, coordinating maintenance of the office/home, as well as vet visits, dog walking etc. Very occasionally, should the housekeeper not be available for any reason (she works 6 days a week) and/or should the Office Assistants not be available, these duties might be included.

Salary:
AED 4,000 to 6,000 per month inclusive of fixed allowances.

Requirements

Skills
To be considered for the role, you need to meet the following criteria:

• Must have a typing speed of over 70 wpm
• English as mother tongue
• Admin & secretarial experience.
• Must be willing to travel and have a valid passport having visa & medical and/or on spouses with NOC
• Location : Saadiyat Island Abu Dhabi (the Founder’s Villa) - so must have own transport
• Must not be allergic or scared of fluffy rescue dog!
• A “can do” attitude

Pay
• Payment will be on hourly basis, recorded on a time sheet and paid at the end of the month.

About the Company

Black Pearl is a human resources and recruitment agency that provides a holistic business and talent solution in a progressive, dynamic, and efficient way.

We pride ourselves as a unique black pearl and strive to delight our clients with a personalized partnership that helps them propel towards success.

Whether you need to find top talent, your next great job opportunity, or a consulting solution for managing your business, engaging employees, evolving your work culture, planning your people strategy, or resourcing challenges, we can help.