Accounting & personal assistant - executive leadership team

Job Purpose

The Personal Assistant (PA) reports to the CEO and works closely with members of the Executive Leadership Team, providing information management support to enhance their effectiveness. The role provides a valuable contribution to transforming the organization into a world class medical repatriation service provider. The PA's role is highly visible and varied, providing a comprehensive and confidential high level administrative role.

Key accountabilities :

1) Support the CEO by providing a high standard of personal executive level assistance to meet the needs of the CEO’s objectives, including a significant amount of diary management, setting up meetings, travel and visa arrangements worldwide.

2) Support the Executive Leadership Team as required with setting up meetings, drafting agendas, taking minutes at meetings.

3) Work closely and provide proactive support to the Executive Leadership Team, including administrative support, travel arrangements, processing expenses, visa applications.

4) Undertake a range of Governance duties, including amendments to company details with the concerned authorities.

5) Comply with data protection legislation, manage company files and filing (both electronic and hard copy), archiving or disposal of documents when appropriate.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

• Represents the executive by attending meetings in the executive's absence; speaking for the executive.

• Prepares reports by collecting and analyzing information.

• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Accounting:

• Processes all accounts payable transactions including vender bills and credit card charges, ensuring accuracy of each bill and proper classification;
• Performs accounts receivable duties by accurate posting and classification of the daily receivable transactions, and maintaining accurate and comprehensive records of each day’s transactions;
• Works with Operations Manager to prepare daily and weekly management reports. Prepares financial reports for management as needed;
• Processes payroll on a monthly basis. This includes maintaining employee records, processing vacation and PTO requests, calculation of hours and administering all garnishments and withholdings.
• Preparing work schedules/shifts for the Operations team

Nature & scope :

This is a broad, busy and visible role in which you will need to provide a confidential and professional PA service to the CEO and Executive Leadership Team. The role requires a motivated and flexible individual with exceptional multi-tasking ability as the demands on the role will vary from time to time. As an international organisation, the job holder will need to be an effective communicator with people at all levels and from all backgrounds and cultures. Building and maintaining good relationships with all contacts (internally and externally) is key to success in the role. The job requires that you have a mix of skills and experience and initiative to respond to a range of queries and responsibilities in the absence of senior managers. The work is always confidential, often to tight deadlines and you will need to be accurate and demonstrate excellent organisation and time management skills.

Knowledge, qualifications & experience

Relevant secretarial training and qualifications, you will have proven experience as an allround executive level PA.

- An interest in HR would be an advantage.

- You must have excellent interpersonal, customer service and time management skills, together with diplomacy, tact and well developed organisational skills.

- You must have the confidence to deal with people at all levels and from all backgrounds. The ability to listen and communicate confidently and clearly, both orally and in writing is essential.

- The work requires administrative ability and is often to tight deadlines where accuracy and confidentiality are essential requirements of the job.

- Proficient with Microsoft Office including Outlook, Word, Excel and Powerpoint. You will need to be able to draft correspondence both standard and ad-hoc with minimal supervision ensuring both quality and accuracy in all your work.

- You will need to be flexible in your approach to work, happy to work autonomously and as part of a wider team.

Candidate should meet the following requirements:

• Bachelors Degree with previous PA experience in a MNC

• Exceptional presentation and communication skills. Preferably should read, write & speak German or Dutch. Excellent command over business English is a must.

• Open and collaborative working style; must be comfortable in an environment where ideas are shared and challenged.

What we offer:

• Competitive earnings
• An enthusiastic team of colleagues
• Growth opportunities
• A pleasant workplace in Business Bay with an Apple eco-system & modern equipments.
• A fixed salary of 9,000-12,000 AED (depending on your skillset and performance) monthly which will be reassessed after 3 months and can grow up
• 5-6 days working per week (Depending on CEO's schedule)

• Transport with company vehicle

If you recognize yourself in the above description being the flexible but solid and reliable spider in the web and you meet the job requirements, please send your application including photo and CV.

IMPORTANT NOTE: Only CVs in PDF including a clear photo will be reviewed!

Job Types: Full-time, Permanent

Salary: AED9,000.00 - AED12,000.00 per month

Education:

• Bachelor's (Required)

Experience:

• PA: 2 years (Required)