Personal Assistant

UFS Protects India Pvt Ltd; Dubai; On-site; AED 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a dynamic Administrative and Executive Assistant to support its executives and manage HR and accounts responsibilities. This role involves coordinating schedules, handling recruitment, and maintaining financial records, all while ensuring compliance with local regulations. The ideal candidate will possess exceptional organizational and communication skills, thrive in a fast-paced environment, and contribute to the smooth operation of the office. Join a forward-thinking company where your contributions will have a significant impact on the organization's success and growth.

Qualifications

• Proven experience in administrative and HR roles with strong organizational skills.
• Ability to manage multiple tasks and maintain accuracy under pressure.

Responsibilities

• Manage executives' calendars and travel arrangements efficiently.
• Handle recruitment processes and maintain employee records meticulously.
• Oversee financial accounts and ensure timely payments and reimbursements.

Skills

Time Management

Communication Skills

Organizational Skills

HR Management

Financial Management

Education

Bachelor's Degree in Business Administration

Certification in HR Management

Tools

DMCC Portal

Dubai Trade Portal

Accounting Software

Job description

ADMIN & EXECUTIVE/PERSONAL ASSISTANT RESPONSIBILITIES

1. Manage information flow in a timely and accurate manner
2. Manage executives' calendars, set up meetings across global time zones
3. Take minutes of the meeting and circulate it to the attendees
4. Carry out travel arrangements (including flights, hotels, visas, transport etc.)
5. Greet a wide range of visitors with a professional image at all times
6. Attend important meetings with the Managing Director
7. Respond to emails and document requests on behalf of the MD/ executives
8. Draft slides, meeting notes and documents for the MD/ executives
9. Draft memos/announcements for internal/external communication
10. Renew the company's tenancy contract, trade licenses, insurances, vehicle registrations and all other mandatory memberships/certificates
11. Manage and maintain a proper record of all the legal documents of the company including but not limited to the MOU, Board Resolutions and all other confidential company documents
12. Attend meetings with the board of directors when necessary
13. Support and coordinate business management requests
14. Support other teams as required
15. Maintain departmental records
16. Look after our workplace's security and safety, ensuring adherence to the UAE government's rules and regulations, keeping the office/warehouse maintained and coordinating any repairs required with the concerned service provider for immediate action

HR RESPONSIBILITIES

1. Handle the recruitment & selection through to the onboarding process
2. Prepare all the employee-related documents such as Offer Letter, Appointment Letter, Confirmation Letter, Promotion Letter, Warning Letter etc.
3. Process visa applications/renewals/cancellations of employees (DMCC Portal & Dubai Trade Portal)
4. Process end-of-service settlements of exiting employees
5. Monitor the attendance and leaves of employees
6. Prepare the payroll systematically and release salary of employees on time
7. Ensure the implementation & adherence of various policies, processes, procedures & systems across the organization
8. Maintain complete and up-to-date employees' files
9. Draft new policies, procedures and systems and make recommendations for improvements of the existing ones
10. Develop a good working relationship with other departments and all employees

ACCOUNTS RESPONSIBILITIES

1. Maintain the books of accounts, bank balances etc.
2. Manage the petty cash, company credit card and other financial-related accounts
3. Verify invoices from suppliers (local & international) and initiate the payments through online bank transfers
4. Process all the employees' reimbursements as per their entitlement
5. Responsible for the majority of the purchases, ensuring to take only the best rate for each requirement
6. Coordinate with the bank regarding trade finance transactions
7. Prepare Statement of Accounts and follow-up payments from clients
8. Raise Credit/Debit notes
9. Assist the Finance In-charge regarding accounts reconciliation and other ad hoc finance-related duties
10. Maintain proper filing of vouchers and attend to the auditor's queries during audit season