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| Pipecare Group - Dubai |
The candidate is in charge of providing a full range of secretarial and administrative support activities for the President/Chairman of the Board, inclusive of highly confidential and sensitive matters.
Job Functions, Responsibilities & Authorities
- Handles electronic mails - read, comprehend and sort emails which need immediate attention and response.
- Sorted emails to coordinate with President/Founder; take dictation if necessary and respond electronically as per his advice.
- Coordinate and/or report all office-related issues to President/Founder.
- Delegate task / give instructions to HODs and employees on behalf of the Founder/President/Founder of the Board. (via email or verbally)
- Responsible for maintaining corporate confidentiality
- Responsible to report any malfunctions/ anomalies and irregular activities to Top Management
- Receiving/Accommodating Founder’s guests/VIPs and/or visitors at all levels.
- Drafts general correspondence, hand over for review and do corrections/revisions accordingly.
- Handles and screens incoming calls for the President/Founder (mobile and land line).
- Attend incoming internal calls (President/Founder's office).
- Attend and respond to queries of HODs and employees (via internal calls or email)
- Coordinate HR and Accounts related issues to President/Founder such as approvals for air tickets and hotel reservations and other relevant office issues.
- Handles petty cash fund (President/Founder's Office) liquidation and monitor daily balance
- Keeps the Founder’s diary schedule - business and personal meetings i.e. medical, bank meetings, etc
- Take/receive instructions from President/Founder regarding his personal matters (home, banks, medical and others).
- Bring Up File Updating and Follow Up.
- Constant update of database in order to maintain knowledge of all corporate & personal contacts (all contact information for the President/Founder - business & personal).
- Indexing/Arranging of files and documents in order for easy identification and traceability Travel Plan Arrangement for President/Founder of the Board (air ticket and hotel reservations and arrangement of meeting schedules abroad delegate this task if necessary).
- Attend internal meetings; record Minutes of the Meeting, transcribe and submit for review.
- Initiates corrective action when required.
- Support on drafting Job Offer and EC preparation specifically for sensitive and confidential post
- Receive general task assignment from Executive VP and execute accordingly.
- Represent Top Management during absence within the delegated capacity.
- Issue corrective actions once identified and approved.
- Issue official correspondence on behalf of the President/Founder when necessary.
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Skills/Experience:
- Bachelor Degree graduate (would always be considered as added value)
- +5 years’ experience working with senior management level
- Proficient in using MS office applications.
- Hold traits/ skills of data and info confidentiality and privacy.
- Experience in working with different cultures.
