Description

Job description / Role
Employment: Full Time
• Handling reception area, facilitate internal and external communication, including emails, phone calls, packages, and correspondence.
• Provide general support to clients and visitors
• Manage procurement of office supplies, equipment, and inventory levels, ensuring availability and efficient utilization while adhering to budgetary guidelines.
• Petty cash management, utilization and submission of reconciliation expense report
• Manages hotel, restaurant, flight booking, travel arrangement, transportation, and necessary documentation, visa requirements for C Level Executive
• Organize and coordinate meetings, appointments, events, coordinates calendars, both internal and external, by sending invites, booking venues, arranging necessary equipment, and preparing meeting materials. Take minutes and follow up on action items as required.
• Act as the point of contact among executives, employees, clients, and other external partners
• Taking down minutes of the meetings and prepare report
• Perform as personal assistant to the ceo
• Develop internal processes and filling system, maintains and organized records for both physical and digital copies
• Provide administrative support including emails, reports, presentations, generations of letters, spreadsheets, and forms.
• Drafts and prepare letters, memorandums, and agendas
• Assist in posting jobs, hiring process and on boarding of employees
• Managing attendance, payroll, leave allowance, gratuity settlement and WPS system in accurate process
• Processes company trade licenses, establishment card, ejari, employee visas, emirates ids and insurances effectively and efficiently
• Coordinating with government entities such as MOHRE, ICA/ICA, GDRFA, DED, TASHEEL, AMER, DOE, RTA and DT
• Utilities portal management, bill payments, renewal, and modification in timely manner
• Available and accessible after working hours whenever required
• Perform as errand to accomplish out of the office tasks

Salary:
AED 4,500 to 5,000 per month inclusive of fixed allowances.
Additional benefits: visa, health insurance, annual leave ticket allowance

Requirements
• Bachelor’s degree in Computer Secretarial, Office Management, Business Administration or any related field
• Proven minimum 2-3 years working experience in UAE as secretary, office administrator, receptionist, executive assistant, personal assistant, HR assistant, or similar role.
• Female, below 35years old preferred
• Must be currently located in UAE
• Possesses a positive attitude, great communication and strong interpersonal skills
• Excellent time management skills, ability to multi-task and prioritize work
• Knowledge in office management systems and procedures
• Attention to detail and problem-solving skills
• Proficiency in MS Office Suite
• Experience working with Board Members or Senior Executives
• Personal assistant skills
• Familiarity with UAE labor laws, labor card, visa, emirates id and insurance procedures
• Well versed in managing payroll and WPS (Wages Protection System)
• Working knowledge in business set up, trade license, establishment card and ejari procedures
• Coordinating with dubai government institution
• Utility portal management system (dewa, deyaar, du, Etisalat, aquacool, ect.)