Personal Secretary

2 weeks ago

Dubai, United Arab Emirates Group Five Full time

Designing and producing documents, briefing papers, reports and presentations;
Organisation of corporate & company entertainment, management meetings and events;
Devising and maintaining office systems, including data management, filing, etc;
Overseeing office management ensuring the CEO’s high standards are maintained;
Oversee office procurement and overhead spending as per budget;
Dealing with CEO’s personal matters including holidays, flights, banking, family, housing and other private matters;
Processing CEO’s business expenses and other administrative items.

Business Administrative duties:
Carry out specific projects, research and administration as required by the CEO;
Present and maintain final financial documentation, management accounts, budget and other special financial reports as may be required by the CEO from time to time;
Ensuring CEO sign off of financial presentations and management accounts prior to submission to the Board of Directors;
Oversee CTG’s IT set up and manage work of the IT Consultant and the CEO’s objectives for IT (ensuring that all is done);
Create and manage general business admin policies (including absence procedures, IT policy, etc) as requested by CEO;
Ensure (on behalf of the CEO) that a timely payroll shall be run (cash in the right company bank account, payroll computations processed by FC);
Compile Monthly Executive Report for the Group CEO’s, CFO and Chairman; and quarterly/annual/other reports for the Board of Directors;
Research relating to governance, legal, accounting and tax implications where required by the CEO and in liaison with the FC;
Manage company insurance policies (with CFO, ROM and suppliers);
Assist with the establishment of the Company’s QMS and ISO accreditations, or other accreditation bodies as the CEO deems appropriate for the company to join.

Company Secretarial matters:
Manage business registration licence renewal, notifying the CEO of renewal dates prior to the event to ensure business compliance with local laws (current registrations in Dubai, BVI, Nepal and Afghanistan);
Liaison with licensing authority(s) management, PRO’s/local facilitators, Chairman’s PA for shareholders information, etc;
Management of all documentation collation for renewal, alteration to establishment, and new licences, including compiling presentation reports, company bio, Shareholding and Board of Directors information, and other strategic information dependent upon countries licensing authority requirements.

Any other administrative requirement to ensure complete business registration and legal compliance in all countries of operation/service as requested by the CEO (working in liaison with the FC/CFO and other internal operations/country managers).

Business Development Assistance:
Do an initial review of all suggested proposals submitted by CD, ROM, PM’s to confirm if it is in the business’s interest, highlighting any items for the CEO’s immediate attention with respect to information gathering from external parties;
Assist the CEO in developing proposals and in reviewing, negotiating and finalizing JV’s or other contractual and other third/external party requirements to submit the company’s best chance of winning proposal;
Copy Edit/Proof Read all proposals prior to submission to ensure are maintaining the company’s and CEO’s high presentation standards;
Collate all current marketing/past performance extracts and statements for proposals for submission to proposal master (CD/ROM/PM) upon requirement for each proposal submission;
Conduct research on items/companies/competitors/etc as requested by the CEO.

**Salary**: AED4,500.00 - AED6,000.00 per month

**Experience**:

- secretary: 5 years (required)

**Language**:

- Tagalog (required)
- English (required)

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