Job Detail

Job Description

• Ensuring that the Founding Director’s private office and Branch office is manned between 2.45pm-7pm on week days. Required to work a minimum of 3 week days. 
  
• One day per weekend is required between 9am -7pm
  
• Primary focus is to maintain and update list of business contacts within and outside the UAE
  
• Front desk duties that include welcoming clients and stakeholders.
  
• Preparing the Founding Directors emails and postal correspondence, mostly by live audio-dictation, that includes onsite meetings
  
• Carrying out mass mail outs by mail merge (training for mail merge will be provided during the training period)
  
• Preparing correspondence relating to the Founding Directors UK and UAE properties, including liaising with real estate agencies, contractors, suppliers and tenants
  
• Coordinating the written communications to contractors and suppliers for the current house renovation and any social gatherings
  
• Providing first class administrative and secretarial support, preparing documents and presentation materials for the Director
  
• Ensuring electronic and hard copy filing systems are correctly maintained
  
• Managing the Founding Directors business and social diary, liaising with senior people and consultants from different business and charity organisations
  
• Supporting the team in ensuring marketing materials and other documents are kept up to date
  
• Petty cash management and basic accounts administration where necessary
  
• Coordinating meetings for team members and updating task lists as required
  
• Carrying out ad hoc investigative background research in the fields relevant to the company
  
• Organizing domestic and international travel arrangements including booking flights, tracking air miles, booking travel insurance and completing visa applications
  
• Managing office supplies and expenditure, minimizing costs wherever possible
  
• Arranging courier deliveries of documents and ensuring packages are tracked
  
• Ensuring the smooth running of the office infrastructure (telecoms, IT hardware and software etc) principally in conjunction with IT support providers
  
• Sourcing, recruiting, training and managing other office personnel, including interns, volunteers etc.
  
• Managing daily maintenance of the office space. Increase knowledge about environmental sustainability, adhering to best practices to minimize carbon, water and waste pollution
  

Remuneration

• Payment will be on hourly basis, honored monthly according to time sheet