Executive Assistant and Office Manager
منذ 3 يوم
source : Wisdom Jobs

We are looking for an experienced Office Manager and Executive Assistant based in Dubai to provide a full range of secretarial and administrative services and office support including purchasing and facilities management The candidate will report to the Sr Vice President Asia Middle East Africa Power Plants and will be in charge of administrative functions in order to increase the efficiency and productivity of the Asian and MEA Power Plant group The candidate should enjoys working in a fast-

paced environment and should be able to adapt to different working styles and needs The ideal candidate must be proactive and able to prioritize and multi-

task with attention to detail and confidentiality This position requires an individual who is resourceful and has excellent organizational and interpersonal skills to interact in a professional manner at all levels Essential Duties and Responsibilities for office management and Executive Assistant include the following others may be assigned Office Manager Duties Answer multi-

line phones and direct calls as necessaryGreet and direct visitorsOrganize flights and hotel bookings for visitorsMaintain staff and conference areasMaintain corporate meetings and conference schedulesOrder office supplies and maintain supply cabinetsAssist in office purchase order creation and follow-

upRun general corporate errandsMaintain operational equipment including but not limited to postage meter binding machine s etc but excluding phone systems and copy machinesComply with company office operations policies and proceduresmaintain filingsystems and Office Records Building and equipment leases etccarry out company car contracts and daily needsPrepare facilities for new arrivals requisitions and costs out modifications as requireassemble furniture as requiredfacilitate the move of equipment and personnel into new space Request from the IT department mail account laptop and other IT equipment as per new hire on boarding formOrder cell phone business cards etc Facilities BOQ coordination provide facility expenses track and file BOQ templates Planning for future development and space management for the site planning best allocation and utilization of space and resources for new buildingHandle and or supervise all corporate formalities related to the branch es of Sunpower license renewal etc Handle and or supervise all immigration related tasks for the employees and managers of the branch es Monitor relevant regulations labor law and HSE in particular to ensure branch es compliance and ensure its implementationLiaise with relevant UAE authorities in relation with the branch es Handle all office and facilities related matters for the branch es Handle the Account Payables follow up for the branch es POs issue invoices payment follow up contracts renewal etc Executive Assistant Duties Manage and maintain executives schedulesAssist with day to day administrative duties including organizing files and databases correspondence scheduling document production meeting and event arrangements and data entryCoordination of meetings and conference calls including video conferencing WebEx preparation and follow-

upPlanning and coordination of offsite eventsInitiate and track purchase requisitions and purchase ordersCoordinate complicated international and domestic travel as well as all logistics and itinerariesProcess and submit expense reportsBuild relationships with others to accomplish projects and achieve goalsEffectively communicate and work with external clients and customersManage and update organizational charts and distribution lists Additional projects as directed or assignedEducation and ExperienceMinimum 4 years experience in similar office management administration executive assistant responsibilities Bachelor s degree preferred but not required Experience as stated in above Qualification section additionally desired QualificationFluent in spoken and written EnglishHigh degree of flexibility and willingness to help where neededProactive and can-

do attitudeExperience scheduling setting up and administering complex and extensive scheduling and logistics in a global environmentSelf-

starter independently motivatedDemonstrate ability to multi-task efficiently and produce quality work in a fast-paced environment as a team and independentlyUtilize strong communication and problem solving skills with professionalismAdvanced competency and in-

depth knowledge of MS Office Suite and OracleAbility to quickly adapt to new systemsDemonstrated ability to take initiative and anticipate needsAble to prioritize track details and follow-

through on assigned workAdept as a team player with a positive demeanor able to collaborate with other assistantsAbility to interact well with multiple departments and to communicateclearly in both oral and written form across cultural boundariesAbility to maintain strict confidentiality on sensitive mattersHigh level of personal integrityThe candidate must be legally able to reside and work in UAE

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