Executive Assistant jobs in United Arab Emirates

Primary function:
Assist in the smooth running of Varian Medical Systems, Service Middle East.
Control the necessary follow up.
Primary VMS contact for customers according to scope.
Perform the coordination of customer requests. Acts as backup for order processing.

Duties:

1. Update and maintain VMS Service customer files and equipment files in conjunction with SAP and GSM.
2. Provide secretarial services to VMS Service. Prepare and send out correspondence for VMS Service. Answer phones in a professional manner. Send out fax messages and e-mails for VMS Service Middle East. Make photocopies of technical documentation and manuals and distribute appropriately. Take minutes of meetings. Update technical documentation and procedures from written drafts.
3. Process reports (Field Service Reports / Time Sheets / Expense Reports) of the service department and follow ups.
4. Plan contract and warranty site visits in conjunction with the Middle East Area Service Manager and Service. Prepare necessary paperwork for such visits.
5. Arrange travel schedule (booking of tickets, accommodation, etc.) for VMS Service through the appointed travel agency.
6. Prepare and issue quotations for spare parts. Prepare and issue quotation for services and service contract renewals in conjunction with the Middle East Service Area Service Manager.
7. Upon receipt of customer orders for spare parts, initiate action to ship to customers of VMS Service Middle East within a reasonable short time (ensure that all relevant information is available).
8. Update and maintain VMS Middle East customer files and equipment files. Maintain diary of VMS Service Middle East and weekly schedule.
9. Distribute and collect personal radiation dose badges throughout the company and maintain relevant records. Maintain records of radiation measurements.
10. Carry out help desk and call reception.
11. Organize and control tool shipments.
12. Service call dispatch: Issuance of notification numbers & adds appointments to service scheduling.
13. Issue and distribute PNL to affected customer, collect signed PNL and update internal tracking tool. Control the necessary follow up. Primary VMS contact for customers according to scope. Perform the coordination of customer requests. Acts as backup for order processing.
14. Perform other duties as assigned.

Good Administrative and organisational skills. Good written and spoken command of the English and Arabic language. Experience / knowledge of PC applications such as word processors, spread sheets, etc. Minimum of 2 to 3 years’ experience in administrative work. Previous experience in customer relation is highly desirable. Interpersonal communication skills are essential. SAP knowledge is an advantage.

About The Company
Varian Medical Systems, Inc., headquartered globally in Palo Alto, California, is the world's leading manufacturer of medical devices and software for treating cancer and other medical conditions with radiotherapy, radiosurgery, proton therapy, and brachytherapy. The company supplies informatics software for managing comprehensive cancer clinics, radiotherapy centers and medical oncology practices. Varian is a premier supplier of tubes and digital detectors for X-ray imaging in medical, scientific, and industrial applications and also supplies X-ray imaging products for cargo screening and industrial inspection.

More than 5,500 Varian Medical Systems medical linear accelerators are in service around the world.
Varian employees - 5100 employees worldwide in its 60 sales and support offices around the world.
In the Middle East, Varian has offices in Bahrain, Riyadh and Jeddah with almost 40 employees.