We are looking for an Executive Assistant to perform a variety of administrative tasks and support the Managing Director and Senior Executives. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.
Role:
• Provide comprehensive administrative and office support to the Managing Director and Senior Management.
• Provide full secretarial support such as, maintain diary of meetings and appointments.
• Arrange logistic requirements which include travel bookings, hotel accommodations, visa and mandatory tests required for travel.
• Responsible for Visa and Medical Insurance submission. Provide administrative HR support with new hires, including documentation and onboarding.
• Offer full support to all departments for any office and business requirements; Hospitality arrangements for the team and visitors. Prepare facilities for scheduled meetin including arrangement of beverages and refreshments, as required.
• Liaise with external parties such as statutory authorities, insurance vendors, contractors, service providers to ensure all office related items are maintained on an ongoing basis.
• Preparing and ensuring timely expenses submission.
• Responsible for office subscriptions, medical health scheme, office operations and maintenance of contracts, renewals and monitoring of payment cycle for all office related contracts.
• Work closely with Facilities, HR, Finance, and IT teams maintaining a safe, secure, and efficient work environment.
• Responsible for efficient office operations including, but not limited to, office management, guest management, maintenance, office supplies and pantry supplies.
• Screen and direct phone calls. Recei original documents, bo courier.
• Responsible for the smooth operation of all office systems and processes.
• Maintain e-copy and hard copy filing systems efficiently including managing database.
• Carry out ad hoc tasks deemed required for efficient running of the business.
Minimum Experience and Skills:
• Minimum 5+ years of experience in a similar role.
• A degree in business management, any additional relevant certifications is a plus.
• High-level administrative, communication and finance acumen.
• Excellent planning, organizing, time and work management skills.
• Ability to prioritize and meet deadlines. Work effectively with minimal supervision.
• Discretion and confidentiality
• Excellent MS Office knowledge
• Familiarity with office gadgets and applications.
• Well versed with administering private affairs, government relatio and travel bookings.
• Excellent written and oral communication, organizational, and interpersonal skills are required.
• Extremely comfortable in engaging with various cross functional and external stakeholders.
• Must be available for occasional after-hour support
• Immediately available
DISCLAIMER: Dear Candidate! You are fully responsible to deal with the employer on the hiring process. GulfJobs.com will not take any responsibility on your hiring process. Genuine employer does not ask money for hiring!