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Personal Assistant to the Vice President

Client of Kemistry HR

5 - 6 years Dubai - United Arab Emirates

Bachelor of Business Administration(Management). Any Nationality

, Posted on March 9, 2018 1 Opening

Job Description

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The Role
The Personal Assistant will be responsible for providing administrative/ secretarial services to the Vice President, focusing on efficient office management, organizational skills and high quality programs/project support
Key Responsibilities
• Screening telephone calls, enquiries and requests, and handling them when appropriate Meeting and greeting visitors at all levels of seniority
• Organizing and maintaining diaries and making appointments
• Dealing with VP's incoming email, faxes and post, often corresponding or drafting correspondences on behalf of him
• Dealing with correspondence and writing letters, and taking dictation and minutes Producing documents, briefing papers, reports and presentations
• Undertake background research and findings as instructed
• Organizing and attending meetings, and ensuring VP is well-prepared for meetings Liaising with business partners and other staff members
• Devising and maintaining effective office systems to deal efficiently with paper flow
• Document management, storage, retrieval and relay as instructed
• Self-organizing and storing paperwork, documents and computer-based information
• Arranging travel and accommodation and, occasionally, travelling with VP for administrative support to write minutes, take notes or dictation at meetings or to provide general assistance during presentations
• Responsibility for invoice review, accounts and budgets as delegated by VP
• Internal co-ordination for timely flight & hotel bookings
• Maintain printed materials inventory
• Maintain utmost confidentiality and adhere to the Office Code of Conduct
• Perform related other duties/assignments as instructed
Skills and Requirements
• Bachelor s Degree in Business Administration or Higher Diploma in relevant field
• At least 5+ years of related work experience
• Prior experience in secretarial, personal assistance or administrative role desired
• Proficient in English, Arabic is essential
• Be honest and trustworthy with high respect for and understanding of confidentiality Hardworking, reliable and flexible
• Be respectful, with cultural and social awareness and sensitivity
• Show initiative and resourcefulness
Administrative Procedures
• Good Knowledge of department policy, processes and procedures
• Ability to build rapport with internal staff as well as external persons.
Document Management
• Ability to self-manage documents and data to quality standards
• Filing and Dispatch Knowledge of dispatch procedures and the guidelines of external agencies and internal dispatch units
• Ability to retrieve, compile and route requested information to those concerned and take suitable actions

Industry Type : IT - Software Services
Functional Area : Secretary / Front Office / Personal Assistant (PA)


Office management Administration Correspondence English Email Secretarial activities Document management project support Liaising Notes

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Client of Kemistry HR

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