Job at Pipecare Group - Dubai, Personal Assistant

Job at Pipecare Group - Dubai, Personal Assistant
Pipecare Group - Dubai
Position Summary
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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  • 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.


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