Personal Assistant

Pipecare Group; Sharjah; On-site; AED 60,000 - 90,000; Full time

Job summary

LIN SCAN is seeking an experienced Personal Assistant to provide comprehensive secretarial and administrative support to the CEO. The role involves handling confidential matters, managing the CEO's diary, and coordinating with senior management across departments.

The candidate should have +5 years of experience with senior leadership and be proficient in MS Office, with a proven ability to work across cultures while maintaining discretion and professionalism.

Qualifications

• Bachelor degree or higher is preferred.
• +5 years’ experience with senior management.
• Proficient in MS Office applications.

Responsibilities

• Provides full secretarial and administrative support to the CEO.
• Reads, sorts and responds to emails requiring immediate attention.
• Manages CEO diary, schedules meetings and travel plans.
• Coordinates with HODs and employees via email or calls.
• Maintains confidentiality of sensitive information.
• Manages petty cash and reports to Top Management when needed.
• Attends internal meetings and records Minutes.
• Represents CEO in delegated capacity when absent.

Skills

Confidentiality

Senior management

Cross-cultural experience

Education

Bachelor's Degree

Tools

MS Office

Job description

Personal Assistant

LIN SCANis looking for an experiencedPersonal Assistantwho will be responsible in providing a full range of secretarial and administrative support activities for the CEO, inclusive of highly confidential and sensitive matters.

Key Responsibilities & Authorities

• Handles electronic mails – read, comprehend and sort emails which need immediate attention and response.
• Sorted emails to coordinate withCEO; take dictation if necessary and respond electronically as per his advice.
• Coordinate and/or report all office-related issues toCEO.
• Delegate task / give instructions to HODs and employees on behalf of theCEO(via email or verbally)
• Responsible for maintaining corporate confidentiality
• Responsible to report any malfunctions/ anomalies and irregular activities to Top Management
• Receiving/AccommodatingCEO’sguests/VIPs and/or visitors at all levels.
• Drafts general correspondence, hand over for review and do corrections/revisions accordingly.
• Handles and screens incoming calls for theCEO(mobile and land line).
• Attend incoming internal calls (CEO‘s office).
• Attend and respond to queries of HODs and employees (via internal calls or email)
• Coordinate HR and Accounts related issues toCEO such as approvals for air tickets and hotel reservations and other relevant office issues.
• Handles petty cash fund (CEO’sOffice) liquidation and monitor daily balance
• Keeps theCEO’sdiary schedule – business and personal meetings i.e. medical, bank meetings, etc
• Take/receive instructions fromCEOregarding his personal matters (home, banks, medical and others).
• Bring Up File Updating and Follow Up.
• Constant update of database in order to maintain knowledge of all corporate & personal contacts (all contact information for theCEO– business & personal).
• Indexing/Arranging of files and documents in order for easy identification and traceability Travel Plan Arrangement forCEO(air ticket and hotel reservations and arrangement of meeting schedules abroad delegate this task if necessary).
• Attend internal meetings; record Minutes of the Meeting, transcribe and submit for review.
• Initiates corrective action when required.
• Represent CEO during absence within the delegated capacity.
• Issue corrective actions once identified and approved.
• Issue official correspondence on behalf of theCEOwhen necessary.

Skills/Experience

• Bachelor Degree graduate (would always be considered as added value)
• +5 years’ experience working with senior management level
• Proficient in using MS office applications.
• Hold traits/ skills of data and info confidentiality and privacy.
• Experience in working with different cultures.