Office Manager Personal Assistant - Nexa Intelligence

The Role
Duties and Responsibilities: Office management Handling telephone calls processing incoming and outgoing mail archive management stocktaking and ordering stationery groceries beverages and household goods office property care. Interaction with the office building administration (facility management) and service providers responsible for repairing cleaning of the office premises and maintaining of the office equipment. Maintaining administrative contracts: organizing contracts conclusion with new counterparties monitoring for costs and payments budgeting for administrative expenses. Ensuring the availability of firstaid kits in the appropriate configuration. Coordinating and organizing meetings and conferences updating the Companys Calendar ensuring the availability of all required equipment meeting greeting and accompanying visitors. Organizing internal corporate events and celebrations preparing and sending greeting cards to clients and partners. Docflow Organizing document flow in accordance with the existing regulations and procedures maintaining a corporate document database. Processing commercial and administrative documents at the request. Maintaining and updating the database of counterparties. Preparing information / materials / reports /presentations on requests including digitization and resaving of documents in the required format. HR support Collecting personal documents of employees for personnel files updating the employee database address book organigram of the Company. Managing the working time recording system registering certified sick leaves vacations and business trips in accordance with the existing regulations and procedures. Booking flights and accommodations for business trips of employees and subsequently preparing invoices and other supporting documents required for calculation and reimbursement of travel expenses coordinating the reimbursement of travel expenses to employees with the Accounting. Providing visa application support for new employees. Executive assistance Managing records and official correspondence of the General Manager as well as ensuring his swift communication with customers and partners. Providing full information required by General Manager and executing his tasks. Controlling the execution of the General Manager s tasks by staff members. Registration processing and distribution of documents to the responsible parties. Circulating orders and instructions. Organizing negotiations meetings and internal conferences for the General Manager. Arranging business trips including making all necessary reservations. Creating and maintaining the customer base of the General Manager organizing greetings for customers public authorities and partners of the Company.

Requirements

• Language Skills: Excellent command of Russian and English both written and spoken. Eligibility to Work: Possession of all necessary documents to work legally in Dubai including a work visa or work permit. Education: Higher education preferably in management administration or related disciplines. Work Experience: Minimum 2 years of experience in an administrative support or management assistant role. Professional Skills Organisational skills ability to plan organise and manage work processes effectively. High communication skills. Time management ability to prioritise tasks and meet deadlines. Proficiency in office software (MS Office Google Docs) and ability to quickly learn new technologies. Personal Qualities Professionalism: High level of responsibility integrity and attention to detail. Adaptability: Ability to adapt quickly to change and work in a dynamic environment. Teamwork: Ability to work in a team and maintain a positive working environment. Problem Solving: Ability to think analytically and find effective solutions. Additional Requirements Local Legislation: Understanding of local legislation and business customs in Dubai.

About the company
Nexa Intelligence provides intragroup services for companies involved in international trading of petroleum products such as: Strategy and Business Development Finance Legal support Economics IT and Administrative support.This job has been sourced from an external job board.
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