Confidential
POSITION PURPOSE
• Streamlining assistance to Business Head for his ease / smooth processing of Dubai office.
• Managing Dubai office singularly, with an overall sense of responsibility.
• Handle Business Head’s correspondence independently or as directed by the Business Head.
• Provides a bridge for smooth communication between the executive team and external contacts.
JOB PROFILE
• Handling receptionist responsibilities by screening and directing phone calls and distribute correspondence.
• Receiving & Greet visitors or guest in warm and professional manner.
• Maintain the reception, coffee areas, conference rooms and all offices for cleanliness, and ensures that supplies are stocked and organized.
• Act as one point of contact among executives, employees, clients and other international branches and Head Quarters.
• Manage information flow in a timely and accurate manner.
• Oversee the performance of other Sales team by collecting and sharing analysis of information for sales team – Business Plan achievement, market update, presentations, and reports.
• Take minutes during meetings and sharing within 48 hours with respective team.
• Organize, renew and maintain the office staff and their family visa, contracts, EID and 3rd party contracts etc.
• Completes a broad variety of administrative tasks for the Business Heads/ GM and executive team including managing several active calendars of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel related meetings.
• Provides a bridge for smooth communication between the executive team and external contacts.
• Works closely and effectively with the Business Heads/ GM to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Business Head ability to effectively lead the regional team.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
FUNCTIONAL REQUIREMENTS
• Experience in multitasking while meeting prescribed deadlines
• Proficient in MS Office
• Excellent in written & verbal formal communication
• Knowledge of modern methods of office administration
• Highly effective organizational skills & highly effective time management skills
PERSONALITY TRAITS
• High on confidentiality & integrity
• Maturity to assess & handle situations sensibly
• An eye for detail
• Highly focused & result oriented
• Excellent interpersonal skills