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Personal Assistant

Oil Exec Employment

Posted on July 2, 2018

7 - 14 years Sharjah - United Arab Emirates

Bachelor of Commerce(Commerce), Bachelor of Business Administration(Management). Any European National Female

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Job Description

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Provides personal support to the Owner/s to ensure smooth running of all family and household affairs, including managing properties and operations to the highest quality, personal administrative support, event management, travel arrangements and taking ownership for all private requests to support the Owner/s.


Secretary / Front Office / Personal Assistant (PA)

Desired Candidate Profile

ESSENTIAL FUNCTIONS:

Property & Household Management (worldwide)

Manages property projects, main point of contact for all household items; including managing suppliers, liaising with interior designers, managing household works/repairs.
Liaises with insurance brokers to ensure policies are up to date and provide comprehensive coverage.
Manages staff, all HR issues, salary payment, arranging visas, vacations etc.
Maintains a rota for household staff and schedule of work needed.
Maintains an extensive fine artwork & wine inventory.
Private Assistance/Administrative Responsibilities

Manages private appointments for family and friends.
Makes private orders and purchases on request as and when required.
Manages diary and scheduling appointments accordingly.
Manages private birthdays and gift listing including assisting with Christmas gifts.
Manages annual custom Christmas card, organise distribution & maintain accurate Christmas list information.
Manages Art collection, insurance and all correspondence with shipments, damages etc.
Manages all paperwork for auctions and bidding proceedings.
Manages wine collections and purchases.
Travel Management

Provides private support to the Owner/s on all travel bookings, including family and friends travel arrangements on both commercial airlines and private charters.
Sources holiday options for Owner/s and family travel plans.
Coordinates visa applications for family and friends.
Builds and maintains working relationships with external travel providers. Be available to travel with family on trips as and when required (not often).
Event Management

Provides assistance in planning and executing parties at residences to include sourcing and coordinating caterers, site inspections, logistics, and entertainment.
Sources venues, booking restaurants, networking, building and maintaining relationships with external contacts.
Finance Responsibilities

Manages payment of household bills & expenses.
Achieves cost effective solutions and negotiating reasonable pricing.
Manages Private Office Expenses, managing petty cash and staff budgets.
Reporting and Communication

Reports to company’s President on all personal related issues.
Maintains and exhibit an excellent working relationship with all the staff.
Continuous Development of Position

Conducts research on administrative/clerical best practices.
Maintains professional and technical knowledge by attending educational workshops and benchmarking professional standards relating to own work.


Minimum Educational, Technical Qualifications/Certifications Required

Bachelor degree in a commercial or business discipline
Minimum Professional Experience Required

5 to 7 years’ experience with strong secretarial background
Special Requirements and Conditions

Sufficient UAE private experience supporting a high profile individual

Keywords

Executive Assistant Admin Executive Personal Assistance Secretarial Activities Company Secretarial

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Oil Exec Employment

Staffing solutions for Global Oil and Gas, Construction and Services industries.

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Contact

Name/ Designation:
Jiju Sreedhar - John K John

Website http://www.oilexec.com/index.php


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