Executive Assistant

Job Description

Responsible for providing complete administrative support to the Managing Director through handling his time schedule; appointment records; travel arrangements; keeping and managing information and various related business documents; as well as coordinating with any internal or external parties on behalf of the MD and as per his request and directions. - 3 to 5 years of experience in the similar field - Currently in the United Arab Emirates - Preferably available to join immediately 1. Handle and update the Managing Director’s daily schedule of appointments (internal and external) and update constantly as per his directions. 2. Prepare, review and/or proofread documents for signature by the Managing Director and submit to him for that in due time. 3. Takedown minutes of the meeting when requested and distribute the summary to the concerned departments. 4. Arrange and coordinate conferences, training, appointments, and meetings for the Managing Director (local and abroad). 5. Arrange visa application, flight schedules, hotel, and other travel reservations for the Managing Director and his family, relatives, and Branch Managers. This includes preparing flight studies, travel plans update and scheduling pick up and drop off chauffer services. 6. Process the insurance claims of the Managing Director and his dependents. 7. Screen out telephone calls, sort incoming mail, create folder rules, and highlight issues that require immediate attention. 8. Update the files and database for business contacts regularly. 9. Prepare and circulate memos, business correspondence and handle routine e-mails for the l Managing Director. 10. Coordinate and follow up various reports of different departments as needed by the Managing Director. Update the Managing Director’s credit card usage registry and check the statement of accounts to process the payment. 12. Responsible for the safekeeping and efficient retrieval of corporate documents, real estate documents, and maintenance contracts. 13. Monitor and handle the Managing Director’s timely payment of bills, statements and invoices including but not limited to maintenance and service contracts, utility bills, etc. 14. Monitor and handle the circulation, renewal, cancellation, and payments for subscriptions such as communication briefings, magazines, and other media subscriptions, etc. 15. Schedule and arrange for the timely service and repair of the Managing Director’s vehicles & monitor traffic fines. 16. Coordinate lunch, book dinner reservations, and corporate meetings on behalf of the l Managing Director and as per his directions. 17. Coordinate with real estate agents, tenants, and government agencies for real estate-related matters. 18. Conduct research and consolidate data as per the requirement of the Managing Director. 19. May travel and visit JB branches including Qatar as per the directives of the Managing Director & General Manager. 20. Coordinate and arrange various tasks such as handling petty cash, purchasing personal items for the Managing Director, arranging courier services for incoming/outgoing documents, coordinating with IT on the server backup, and organizing the documentation of all related files for swift retrieval of records. 21. Comply with the implementation of departmental policies and procedures, in order to ensure that all relevant procedural and legislative requirements are fulfilled. 22. Comply and abide by all health and safety policies and requirements. 23. Provide assistance to other departments as per the Regional Managing Director’s directions when needed. 24. Treat all handled information as discrete and confidential and not share with any other parties except upon the request and approval of the MD.