Personal Assistant (Shared Services) Dubai

VFS Global; Dubai; Presencial; AED 180 000 - 260 000; Tempo integral

Resumo da oferta

VFS Global is seeking an experienced Executive Assistant / Pool Secretary to support multiple senior executives in Dubai. You will manage calendars, prepare professional correspondence, and coordinate travel while liaising with internal and external stakeholders.

The role requires 3+ years in a fast-paced admin environment, strong English communication, and proficiency with MS Office and project management tools. Dubai-based, on-site position with opportunities for growth.

Qualificações

• Bachelor's degree in business administration or related field is required.
• Minimum 3 years of experience in a fast-paced administrative role.
• Proficiency with Microsoft Office and project management tools.
• Strong English communication skills; additional languages are a plus.
• Preference for experience as Pool Secretary/Executive Assistant for multiple executives.

Responsabilidades

• Manage complex calendars and schedule meetings, avoiding conflicts.
• Serve as primary contact between executives and stakeholders, facilitating communication.
• Prepare reports, presentations, and professional correspondence.
• Conduct research to support decision-making and strategic initiatives.
• Prepare correspondence and materials documenting activities (budgets, surveys, reports).
• Plan events, meetings, and travel; manage diaries and travel logistics.
• Take dictation and assist with reports and correspondence as needed.
• Coordinate travel logistics (visas, tickets, accommodation, insurance) and travel sheets.
• Maintain documents and records; support document management systems.
• Coordinate with finance for cheque submissions and timely deposits.
• Liaise with internal stakeholders and maintain good relations.

Conhecimentos

Excellent communication in English

Adaptability

Time management

Formação académica

Bachelor's degree in Business Administration or related field

Ferramentas

Microsoft Office Suite

Project management tools

Calendar management software

Descrição da oferta de emprego

• Manage complex calendars, ensuring optimal scheduling of meetings and appointments while anticipating potential conflicts.

• Act as the primary point of contact between the executives and internal/external stakeholders, facilitating effective communication.

• Prepare detailed reports, presentations, and correspondence, ensuring all materials are polished and professional.

• Conduct thorough research on various topics to support decision-making processes and strategic initiatives.

• Prepare a variety of correspondence, including reports, and materials (such as grant applications, budget reports, surveys, etc.) to document activities, provide written reference, convey information.

• Plan and organise events, meetings and travel and manage diaries.

• Take dictation and assist in preparing reports and correspondence as and when required.

• Coordinate, effectively follow up all travel activities (such as visas, tickets, accommodation and insurance) with the travel desk and manage any other connected activities, such as submission of travel sheets.

• Maintain a variety of manual and electronic documents and record in accordance with company requirements and administrative guidelines, (such as department databases, calendars, work orders, time sheets, expense reimbursement requests).

• Assist to create an effective system of document management.

• Coordinate and follow up with the finance department with regards to timely submission and receipt of all cheques.

• Ensure timely deposit, dispatch and record management (physical and soft copies).

• Liaise well with internal stakeholders and maintain good relations.

Desired Candidate Profile

• Bachelor's degree in Business Administration or related field, demonstrating a solid educational foundation.

• Minimum of 3 years of experience in a fast-paced administrative role, showcasing adaptability and resilience.

• Proficiency in Microsoft Office Suite and project management tools, ensuring efficient task execution.

• Excellent communication skills in English, with additional language proficiency considered a strong asset.

• Preference will be given to those who have experience working as a "Pool Secretary/ Executive Assistant (Shared Support) " for at least 3 Senior Executives.