Personal Assistant

2 weeks ago

Dubai, United Arab Emirates Gulf Leighton LLC Full time

Position : Personal Assistant / Executive Assistant
- **Purpose of the Job**:
Performs a wide variety of secretarial and general administrative duties for Chief Executive Officer. This includes greeting guests, facilitating hospitality, typing usually in English, filing, mail distribution and scheduling of appointments, meetings & travel plans. Generates key reports or confidential documents. Maintains confidential document files with due regard to content. Acts as a mentor, develops and support all the secretaries/administrative assistants in BICC, raising standards of performance.
2. Key Activity and Tasks
2.1 Acts as mentor and facilitator to secretaries/administrative assistants throughout BICC. Screens and sorts a wide variety of incoming documents such as letters, memoranda, and reports. Includes opening confidential correspondence and commenting on required action and attention.

2.2 Establishes codes and maintains efficient records/filing systems for all incoming and outgoing correspondences and documents. Ensures the custody of confidential papers and documents of importance to the CEO’s activities.

2.3 Takes dictation and types a variety of technical or non-technical correspondence in English. Always ensures, that discretion is exercised over the dispatch and circulation of items and over the security of copies or originals.

2.4 Monitors, regardless of origin, all documents for external distribution which require the CEO’s signature. Proofreads and edits where necessary to ensure the acceptability and correctness.

2.5 Carries out receptionist duties for CEO’s Office includes maintaining a diary and arranging meetings and appointments, preparing schedules, and arranging accommodation, transport and other details for overseas visitors, screening and directing other visitors, answering personal telephone enquiries and briefing supervisor on their nature.

2.6 Collect data, gather, and prepares Agendas, Memorandum, Spreadsheets, Presentations and Board Submittals for the Board, Executive & Management Meetings.

2.7 Coordinates the preparation and dispatch of technical and non-technical reports. Includes recording due dates, drafting and typing routine covering letters and memos, ensuring timely dispatch and compilation of certain data of an administrative, financial, or technical nature.

2.8 Collaborate with Human Capital Department concerning master leave plan.

2.9 Prepare arrangements for conference room meetings and make agendas and attend to take minutes as required. Prepares and distributes notes/minutes of the meetings.

2.10 Undertakes similar or related duties and generated Ad Hoc requests as requested by the Chief Executive Officer. Such as making travel reservations and arrangements for staff, preparing various material requests.

2.11 Undertakes similar or related duties and generated Ad Hoc requests as requested by the Executive & Management Committee of BICC.

2.12 Work out Draft MOU with Contractors and business partners.

2.13 Attend any Board Meetings for subsidiary company as requested by Chief Executive Officer

2.14 Flexible for relocation and shall be required to travel overseas with the Chief Executive Officer as and when required.

**3. Independence & Accountability**

Daily, routine contacts up to Senior Manager Level in BICC and with telephone callers to coordinate work, schedule meetings or appointments and receive or provide information. May have regular contacts, depending on assigned department, with external authorities and companies concerning work activities of the CEO. Carries out routine tasks from top management.

**4. Physical Effort & Work Conditions**

Minimal physical effort is required. A pleasant, air-conditioned office is provided.

**5. Supervision**

Supervises all secretaries/administrative assistant, preform related duties as and when required.

**6. Education & Experience**

a. Education: Completion of secondary (12 years) education, followed by 1 year's formal training in secretarial and office management practices (including an ability to type in English 40/50 wpm and take shorthand 90/100 wpm).

b. Experience: 6-8 years secretarial experience including at least 4-5 years at a senior department level.

c. Skills: Communication skills are required including further skills of coordinator, Research and attention to details, ability to accept challenges and logical problem solving

d. Language: An excellent knowledge of both written and spoken English is required.

e. Extensive knowledge in Microsoft Office (Word, Excel, Powerpoint presentation)

**Behavioural Competencies**:
Analytical: Using logical skills for the analysis of information from a wide variety of sources, including procedures, technical documents, reports, verbal advice, tactile and other senses.Administrative: Manages the integration between tasks, procedures, people, information, resources, and bureaucratic requirements.Conceptual: Able to envisage the relationships between compl

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