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Executive Assistant to Business Head/ Administrative Assistant

Client of Flexi Partners International FZ LLC

Posted on August 1, 2018

5 - 10 years Dubai - United Arab Emirates

Other(Other). Any Nationality

Opening 01

Job Description

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Personal Assistance to the Business Head
maintain communication with the
Business Head
maintain the
Business Head
engagements diary and
arrange appointments, meetings and speaking engagements (including those with
outside and overseas agencies);
draft routine correspondence for signature by
the
Business Head
provide the
Business Head
with secretarial support
by having a high standard of word processing with rigorous proof-reading,
formatting and editing of documents, including structural editing;
collect, and where appropriate, analyse
information for the
Business Head
. The incumbent
should be able to anticipate needs and draw them to the attention of the
Business Head
as necessary;
support with the preparation of Board papers
as required from time to time;
maintain a system to control the movement and
direction of incoming and outgoing papers, correspondence, and files to and
from the
Business Head
office;
other duties as delegated by the
Business Head
Project Proposals
provide assistance to the
Business Head
and Project
Directors in the preparation of tenders for new work;
in liaison with other administrative
staff, obtain relevant documentation (including from websites or tendering
agencies) for tender proposals;
create and maintain a central file of relevant
documentation for new and pending projects;
assist in the preparation of tender proposals
(responsible for final document layout, inclusion of staff resumes, references,
etc, copying and distribution of final document).
Project Support and Involvement
provide and arrange administrative support
for UAE projects;
make arrangements for meetings of project
steering and reference committees regarding accommodation, travel, catering and
re-imbursement of participant s expenses;
assist project staff as requested regarding
invoices, payments such as expense claims, honoraria/consultancy forms,
photocopying, faxes, mail-outs of letters, contact with schools or other
agencies;
provide research assistance and involvement
to projects under the direction of the Manager and Project Directors;
edit and format final project reports and
supporting documentation;
ensure project documents are properly
archived;
maintain a record of project proposals and
bid success;
ensure appropriate travel arrangements are in
place for UAE staff and local and international consultants and visitors by
liaison with administrative staff who are responsible for corporate
travel;
select meeting venues, engage caterers,
organise beverages and transport for large local and international meetings;
liaise with external agencies, including
consultants, sub-contractors and organisations that may be working
collaboratively with UAE;
maintain appropriate databases as directed;
organise social functions.
Administrative Support
Manage travel bookings and arrangements under
the supervision of Manager Administration and Finance
Liaise with IT vendors and IT department
to ensure optimal uptime and utilisation of assets
Oversee office related matters such as
security, cleanliness and safety of assets.
Decision Making Authority
The EA to
Business Head
/ Administrative Assistant will work with some degree
of independence within general operational guidelines and with limited direction
regarding setting priorities, managing workflow and conduct of tasks.Decisions involving the application of policy and practice to
complex matters including the commitment of substantial resources will be
made in conjunction with the
Business Head
Desired Profile
Looking for candidates based in UAE working for
Education Industry Background or someone who is working with Govt Sector or part of Ministries as Executive Assistant with minimum 5 years of experience


Education / Training / Teaching / Academics

Administration

Keywords

Proof reading Claims project support Operations Catering Workflow Administration Staff Project reports Business Head Project Staff

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Client of Flexi Partners International FZ LLC


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