Executive Assistant | Famco | Dubai
About the Job:
We are currently looking for an experienced Executive Assistant to work for Famco in Dubai. As an Executive Assistant you will provide secretarial, reports & analysis, presentations and administrative support to the Managing Director ensuring services are provided in an effective and efficient manner. The responsibilities of an EA require dealing with a wide range of managerial, coordination, and monitoring tasks.
Specifically, your key responsibilities are as follows:
Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
Research, compile, assimilate and prepare confidential and sensitive documents, briefing the Managing Director as required.
Read and screen incoming correspondence and reports as appropriate; make a preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Managing Director, Sr. Management and team as appropriate
Receive and screen incoming calls and visitors, determining priority matters, alerting the Managing Director accordingly. Make referrals to appropriate staff or provides requested information.
Act as liaison between the Managing Director, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
Produce a variety of documents, charts, and graphs as required
Prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep records of proceedings.
Coordinate and facilitate the Managing Director's calendar to arrange appointments, meetings, and conferences
In coordination with other EA's, recommend actions to be taken on office expenditures such as equipment and supply needs.
Establish and maintain various filing and records management systems.
Maintains and keeps record of confidential files and contracts
Make travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records for the Managing Director as required.
Make travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records for overseas guests/suppliers when required.
Process and prepare expense reports related to business travel, dinner and lunch meetings, and other related expenses
Creates Purchase Requisitions and Purchase Order via Ariba and SAP for office supplies, events, etc., for both trade and non-trade items.
Handles supplies for HO
About You:
The ideal candidate for this role will need to possess the following qualification, skills and experience:
Minimum secondary education, Degree holder would be preferable
5 years of administrative support experience, including two years equivalent to advanced level administrative support work.
Previous experience in a similar capacity within a large, busy office setup
Knowledge of the application of instructions and guidelines to specific problems.
Knowledge of the organization and composition of letters, minutes, reports, charts and spread sheets.
Ability to review several diverse reference sources, select and synthesize data for reports and other forms of correspondence.
Ability to create presentations, charts, graphs, databases, and spread sheets.
Ability to compose routine correspondence and reports.
Excellent English communication skills both oral and written
Proficient in MS Office; Word, Excel, Power Point, Outlook
Ability to plan, organize and balance multiple time sensitive demands
Ability to build relationships and communicate and apply new knowledge and new concepts
Ability to work under pressure and continuously meet deadlines
Competent to analyse market information
Confidence in own decision making
High attention to detail
Discretion with confidential information
Effective interpersonal skills, with proven ability to drive through complex solutions
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