Document Control jobs in United Arab Emirates

Excellent opportunity for Executive Personal Assistant to provide a variety of administrative tasks and support to the Managing Director and office.

POSITION INFO : Qualification

• Recognized formal qualification in a relevant field (SAQA NQF5 or higher). A degree is an advantage
• Advanced level of computer skills with an emphasis on MS Office365 suite applications Word, Excel, Access, PowerPoint and Teams environment. Other ICT skills and expertise e.g. Power BI, Power Platform / Apps etc. advantageous

Requirements

• Minimum 5 years of experience as an Executive Management Assistant and solid track record of Strategic Project and event management is required.
• Experience in mid-size group companies within industrial, mining, construction or engineering service related sectors advantageous.
• Experience with management of small operative teams.
• Vendor and SCM management experience including ERP / SAP.
• Demonstrable evidence of technical savviness and coordination with respect to events such as Audio Visual setups, online Skype / Zoom / Teams and related troubleshooting imperative.
• Written and spoken fluency, grammar, spelling in English a prerequisite. Competency in a 2nd dominant national language and / or German advantageous.
• The role will require travel from time to time locally, regionally or internationally, which may include air travel. The executive assistant must always retain a valid driver’s licence and Passport document.

Duties

• Carry out executive and company secretarial legal duties for the Directors.
• Act as a point of contact between executives, employees, clients and external and internal business partners. Including shareholder relationship management.
• Manage and maintain Director’s calendars and set up / coordinate meetings and events.
• Coordination and project management function for select appointments and events.
• Coordinate all Board and Business Review Meetings, manage minutes and prepare board packs.
• Compile, draft and communicate information for internal and external stakeholders at corporate level incl. memos, emails, presentations etc.
• Coordinate and manage internal projects on an ongoing basis; this shall include budget, planning cost control and execution, monitoring and controls.
• Further expedite, source, analyse and manage integrated report data from various other personnel executing internal strategic projects. Collate information and reports and present for executive consumption.
• Responsible for travel and accommodation function and arrangements for Directors and various senior personnel. This shall include cost allocation, reconciliation, and submission in a timeous manner.
• Manage company overhead supply inventory, refreshments, stationary, paper etc.
• Screen and direct incoming and outgoing executive phone call and correspondences, memos etc.
• Conceptualize, source, organize and manage company team building, executive and management strategic planning, Townhall and social events where necessary. The incumbent will be required to sit on social and events committees.
• Administrate and maintain of company’s insurance.
• Carry out specific strategic projects assigned by MD and FD and track and monitor those others of strategic interest.
• Record, transcribe and distribute minutes of meetings as required e.g. EXCO
• Prepare and maintain company organograms.
• Maintain archive of company registration, agreements and general document control and archiving of important documents.
• Screen, coordinate expedite business documents for executive signatures / approval
• Manage mobile communications contracts and devices
• Collate and reconcile credit card and executive expenses and travel
• Lead direct or indirect reports which may include office cleaning team, facilities management, driver’s and reception.
• Source, procure and manage vendors and service providers in relevant areas of responsibility via SAP system.

Personal Assistant • Germiston, South Africa