Pa to Vice Chairman- Arabic Speakers Only

3 weeks ago

Dubai, United Arab Emirates INDEX Holding Full time

Handling Day to Day affairs of Vice Chairman.
- Scheduling meetings, calendar and correspondence.
- Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
- Conduct weekly diary meetings with the Vice Chairman to discuss upcoming engagements, invitations and other requests.
- Schedule on behalf of the Vice Chairman meetings between him and his direct reports and the committees and groups to which he is a member.
- Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the Vice Chairman match his requirements.
- Filter general information, queries, phone calls and invitations to the Vice Chairman by redirecting or taking forward such contact as appropriate.
- Manage the process of calling for briefing on behalf of the Vice Chairman from start to finish ensuring that he is fully prepared for all engagements.
- Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Vice Chairman.
- Prepare correspondence on behalf of the Vice Chairman, including the drafting of general replies.
- Liaise with relevant individuals, external organizations etc. to arrange meetings prepare agendas and draft minutes.
- Minute general meetings as required and complete research on behalf of the Vice Chairman.
- Keep and retrieve files.
- Ensure guests meeting with the Vice Chairman are well taken care of.
- Provide a service that is in line with the Vice Chairman’s work habits and preferences.
- Producing documents, briefing papers, reports and presentations;
- Arranging travel and accommodation and, occasionally, travelling with the Vice Chairman to take notes or dictation at meetings or to provide general assistance during presentations.
- The Personal Assistant (PA) will fulfill a specific job but be expected to develop a good understanding of the roles within private office and around the Vice Chairman, and be able to confidently and competently cover for team members when they are absent.
- The PA should expect that on occasion, they will be required to work flexibly with the Vice Chairman and on occasion a longer than normal day.
- Arranging travel and accommodation and, occasionally, travelling with the Vice Chairman to take notes or dictation at meetings or to provide general assistance during presentations.
- Carry out specific projects and research.
- Take on some of the Vice Chairman’s responsibilities and working more closely with management.
- Be involved in decision-making processes.

**Qualifications and Experience**:

- Bachelor degree in any field.
- Minimum 3-5 years of experience as a Personal Assistant/Secretary.
- Experience of successfully working with senior management.
- Experience of diary management/researching and booking of travel and accommodation.
- Expert level in the use of Outlook.
- Expert level in the use of Word, Excel and PowerPoint.

**Skills required**:

- Native Arabic Speaker with excellent spoken and written communication in both Arabic and English.
- Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential.
- Highly organized and efficient approach required.
- Idea generator, self-starter and ability to think outside the box.
- Ability to cope with competing demands, to prioritize tasks and to manage time effectively.
- Strong organizational skills.
- A positive attitude to dealing with people.
- Willingness to work extra hours to complete tasks and meet goals and targets.
- Willingness to go the extra mile to support the team, the customer and the event.

Ability to commute/relocate:

- Dubai: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- Are you available to join immediately?
- What is your monthly salary expectation in AED?

**Experience**:

- Personal Assistant: 4 years (preferred)
- Office Administration: 4 years (preferred)
- Microsoft Excel: 3 years (preferred)
- Microsoft Word: 3 years (preferred)
- Microsoft Power Point: 3 years (preferred)

**Language**:

- Arabic (preferred)

Willingness to travel:

- 25% (preferred)

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