Personal Assistant to Chairman- by Top Business

Job Description:
Handles electronic mails - read, comprehend and sort emails which need immediate attention and response.
Sorted emails to coordinate with Founder/Chairman of the Board; take dictation if necessary and respond electronically as per his advice.
Coordinate and/or report all office-related issues to Founder/Chairman of the Board
Delegate task / give instructions to HODs and employees on behalf of the Founder/Chairman of the Board. (via email or verbally)
Responsible for maintaining corporate confidentiality
Responsible to report any malfunctions/ anomalies and irregular activities to Top Management
Receiving/Accommodating Founder’s guests/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 the Founder/Chairman of the Board (mobile and land line).
Attend incoming internal calls (Chairman's office).
Attend and respond to queries of HODs and employees (via internal calls or email).
Coordinate HR and Accounts related issues to Founder/Chairman of the Board such as approvals for air tickets and hotel reservations and other relevant office issues.
Handles petty cash fund (Chairman's Office) liquidation and monitor daily balance.
Keeps the Founder’s diary schedule - business and personal meetings i.e. medical, bank meetings, etc.
Take/receive instructions from Founder/Chairman of the Board regarding his personal matters (home, banks, medical and others)
Bring Up File Updating and Follow Up.
Constant update of data base in order to maintain knowledge of all corporate & personal contacts (all contact information for the Founder/Chairman of the Board - business & personal).
Indexing/Arranging of files and documents in order for easy identification and traceability Travel Plan Arrangement for Founder/Chairman of the Board (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.
HR related tasks: Job Offer and EC preparation specifically for sensitive and confidential post.
Receive general task assignment from Business Excellence & Centralized Service Director and execute accordingly.
Represent Top Management during absence within the delegated capacity.
Issue corrective actions once identified and approved.
Issue official correspondence on behalf of the Founder/Chairman of the Board when necessary.

Qualifications:
Preferably candidate with UAE resident visa if possible
Nationality and gender preference: Arab nationail, ONLY MALE
Excellent English written and spoken is mandatory
Bachelor in any Engineering discipline: IT, Mechanics, Electronics and other
ILI in Oil & Gaz experience would be big advantage imilar industries
min 3 years of experience in busy PA role for high management in medium-large organization
Flexible, smart, positive & proactive personality, negotiation skills, ability to work productively under pressure and fast moving environment.
Excellent Ms.Office skills: Word, Excel, PPoint, Visio, Excellent knowledge and skills in additional graphical applications/mobile applications
Any previous experience in busy coordination role is would be also an advantage.
Person should be ready to take care of all level support matters from serving tea/coffee to his VIP visitors to speaking on his behalf during his travel.
Also personal and corporate matters of Chairman to be taken into consideration and to be executed in organized manner.
Main challenge of this position is ability of candidate to priorities matters correctly and respond pro-actively, remember all matters/remind on time to Chairman. Person should support full time Chairman and release load of small matters in order for chairman to take concentrate on global issues/strategy

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