2018-19RS030 - Personal Assistant to Managing Director

Our client, a French company, is looking for its new Personal Assistant to Managing Director

Activities

  • Maintain the general Management of the Managing Directors’ workflow (2 MDs)
  • Coordinate travel requirements in connection with arrangements for the MDs. 
  • Manage the calendar of the MDs.
  • Issue Expense Claims for MDs and handle Expenses for team (verification & follow up for payment)
  • Organize local & international events, conferences for Managing Directors.
  • Maintain the daily meetings schedule for the Managing Directors.
  • Prepare correspondence, Power Point Presentations on behalf of the MDs, including the drafting of general replies.
  • Ensure the MDs are fully briefed on, or prepared for, any engagements they are involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MDs and good management of all arrangements (Taxi / Driver / Meeting rooms, etc..)
  • Manage and maintain the Personnel on Board and Business Leaves summary.
  • Coordinate with HR on certain tasks such as leaves, events and travel.
  • In certain cases respond/direct emails to the necessary employees on behalf of the MDs.
  • Filter general information, queries, phone calls and invitations to the MDs by redirecting or taking forward such contact as appropriate.
  • Provide a service that is in line with the MDs’ work habits and preferences and take initiative when needed.
  • Any other additional responsibilities assigned by the Managing Directors in conjunction with other departments of the company and or entities within the Group
  • Assist & Support the MDs’ family when required.

HSE Objectives:

  • Strict adherence and compliance towards Group QHSE policy with high Quality of QHSE performance and complying with affiliate’s QHSE Policy, Procedures & specific rules & regulations applicable to the area of activity at all time.
  • Participate in the training program to acquire QHSE knowledge and impart this training to colleagues as and when required by Management.
  • Reporting of near misses, incidents, hazards & injuries to line Manager within the time frame as required by Quality, HSE, Energy policies and Manuals.
  • Participate in the investigation and analysis of incidents as and when required.
  • Strict adherence to QHSE requirements with full authority to stop any operation for safety reasons.

Context and Environment:

Diverse affiliate with different cultures and nationalities.
High Level of Confidentiality

Accountabilities:

  • To provide an efficient and responsive administrative, organizational, and logistical service to the MDs.
  • Responsible for providing full secretarial assistance to the management team during absences to ensure high level of service is maintained.
  • Ability to demonstrate and effectively plan and organize workload and the initiative to resolve issues quickly in an appropriate manner.

Qualifications / Experience Required

Knowledge: Good computer skills and ability to multitask.
Skills: 
Good computer knowledge (MS office, Excellent communication skills in English & French. 
Arabic speaking is a must. 
Ability to interact with other senior officials and work under pressure.

Education: A degree holder in any suitable discipline.

Experience:  Minimum 5-10 years experience within the similar field.

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