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Executive Assistant Office Manager

2.00 to 10.00 Years   Dubai, United Arab Emirates   08 Jan, 2021
Confidential Company
1 Jobs Openings
Job LocationDubai, United Arab Emirates
EducationNot Mentioned
SalaryNot Mentioned
IndustryInvestment, Securities & Funds
Functional AreaNot Mentioned

Job Description

JOB DESCRIPTION:?Duties as Office Manager:

  • Responsible for the over-all office environment; manage the employees? affairs, certain public relations, providing assistance to the MD, the CEO and visiting C-level executives;
  • Manage all the necessary documentation and procedures to obtain or renew Trade License, Service license, etc.;
  • Maintain office services by organizing office operations and procedures to adhere with UAE law as well as the main office abroad; managing correspondence by priority; designing filing systems for easy access; reviewing and approving supply requisitions; assigning and monitoring clerical functions;
  • Provide HR responsibilities by recruiting, selecting, orienting, and training employees;
  • Manage DMCC portal when required: filing for company and employee related matters as well as attend training seminars;
  • Manage rental agreement, maintenance requests, and schedules of committee and board meetings;
  • Manage employee affairs including residency visas, health insurance, IT setup and requirements, travel, travel visas, attendance, leave day count, attire in adherence with company policies and. Create itinerary for business trips, including arranging transportation, accommodation and meeting schedules; liaising with travel agent(s);
  • Manage the administration of third parties including finance officer attendance, health insurer, office insurer, IT providers, travel agencies, printing, cleaning companies, and utility payments;
  • Maintain petty cash spreadsheet with all invoices for Financial team?s perusal;
  • Assist the Managing Director with Client Relationship Management: receipt of documents, filings, and communication;
  • Perform some PRO functions when needed.
  • as Executive Assistant to the CEO:
  • Act as Executive Assistant to the CEO on an ad-hoc and 24/7 basis
?????Who we are????????????????????????????????????????????????We are the head office for a diversified private equity vehicle with investments across the globe. Currently, there are only 4 employees based in Dubai, with offices in Holland and Kazakhstan.?Who will the candidate report too? ?????????The successful candidate will report to the managing partners of the company including key founding partners. Ultimate reporting will be to the CEO.?What computer systems will they be using??Microsoft office (v.2010 or 2013) ?When do you need them to start??Beginning of February 2021 ?What will the working hours be????Standard office hours, however, we would require availability online or telephone after hours in case of logistical issues related to travel. ?Is there parking available? Yes. ???????????????????????????Salary range??The offer would be based on qualifications of the candidate following their interview. ?Benefits in addition to the salary? To be discussed. ?What skills will someone need to do the job? ?We are looking for someone who is able to deal with challenges and work out solutions fast if necessary. This would definitely be applicable to providing logistical support (booking tickets, hotels, dealing with travel agents, embassies, Dubai immigration office, etc.) We definitely would favour candidates who are willing to be flexible and committed. ?What type of experience will they need and how many years???We would prefer candidates with at least 3-5 years of experience in administrative positions (i.e. office-managers, secretaries, personal assistants) in Dubai.?The candidate must have experience with DMCC.?What languages would the candidate need to speak? ?English and Russian (the latter is strongly preferred but not a deal-breaker).?

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