Details of the Job

Posted on 17-05-2017

Executive Assistant to Business Head/ Administrative Assistant - Education Research Organisation in Dubai

Administration
Category - Finance
Industry - Education / Teaching / Training
Job Description

Personal Assistance to the Business Head

·     maintain communication with the Business Head

·     maintain the Business Head engagements diary and arrange appointments, meetings and speaking engagements (including those with outside and overseas agencies);

·     draft routine correspondence for signature by the Business Head

·     provide the Business Head with secretarial support by having a high standard of word processing with rigorous proof-reading, formatting and editing of documents, including structural editing;

·     collect, and where appropriate, analyse information for the Business Head . The incumbent should be able to anticipate needs and draw them to the attention of the Business Head as necessary;

·     support with the preparation of Board papers as required from time to time;

·     maintain a system to control the movement and direction of incoming and outgoing papers, correspondence, and files to and from the Business Head office;

·     other duties as delegated by the Business Head

Project Proposals

·     provide assistance to the Business Head and Project Directors in the preparation of tenders for new work;

·     in liaison with other administrative staff, obtain relevant documentation (including from websites or tendering agencies) for tender proposals;

·     create and maintain a central file of relevant documentation for new and pending projects;

·     assist in the preparation of tender proposals (responsible for final document layout, inclusion of staff resumes, references, etc, copying and distribution of final document).

Project Support and Involvement

·     provide and arrange administrative support for UAE projects;

·     make arrangements for meetings of project steering and reference committees regarding accommodation, travel, catering and re-imbursement of participant’s expenses;

·     assist project staff as requested regarding invoices, payments such as expense claims, honoraria/consultancy forms, photocopying, faxes, mail-outs of letters, contact with schools or other agencies;

·     provide research assistance and involvement to projects under the direction of the Manager and Project Directors;

·     edit and format final project reports and supporting documentation;

·     ensure project documents are properly archived;

·     maintain a record of project proposals and bid success;

·     ensure appropriate travel arrangements are in place for UAE staff and local and international consultants and visitors by liaison with  administrative staff who are responsible for corporate travel;

·     select meeting venues, engage caterers, organise beverages and transport for large local and international meetings;

·     liaise with external agencies, including consultants, sub-contractors and organisations that may be working collaboratively with  UAE;

·     maintain appropriate databases as directed;

·     organise social functions.

Administrative Support

·     Manage travel bookings and arrangements under the supervision of Manager Administration and Finance

·     Liaise with IT vendors and  IT department to ensure optimal uptime and utilisation of assets

·     Oversee office related matters such as security, cleanliness and safety of assets.

Decision Making Authority

The EA to Business Head / Administrative Assistant will work with some degree of independence within general operational guidelines and with limited direction regarding setting priorities, managing workflow and conduct of tasks.Decisions involving the application of policy and practice to complex matters including the commitment of substantial  resources will be made in conjunction with the Business Head


Desired Profile

Looking for candidates based in UAE working for Education Industry Background or someone who is working with Govt Sector or part of Ministries as Executive Assistant with minimum 5 years of experience

Location Dubai - United Arab Emirates
Experience 5 - 10 Years

Post a Resume

Find your perfect job

 

Resume File

Optionally upload your resume for employers to view. Max. file size: 64 MB.