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Executive Assistant to CFO/GM Finance Job
Posted date [03-Jul-2015]  (ID: 3460)
This post has expired! It was posted more than 365 days ago.


Purpose Statement

To perform timely, accurate and professional administrative and secretarial functions for the General Manager. As a member of the support services cross-functional team, provide support and
oversight of the office administration functions including reception, facilities, telephone, purchasing, equipment maintenance and other duties as may be required for successful organizational results



Key Competencies:

Adaptability to Change: Adjusts to change and uncertainty, able to shift gears and can act in ambiguous or uncertain situations. Able to improvise, multi-task and prioritize in a changing environment while maintaining composure
Collaboration / Teamwork: Fosters cross-unit collaboration and builds and facilitates
teamwork to achieve results.
Communication: Uses multiple communication strategies to gain support and commitment from others and mobilize them to take action.
Customer Service Focus: Works to determine customer (internal, external) needs and actively improve value chain in terms of service and delivery excellence. Motivated to
exceed expectations.
Drive for Results: Focuses on achieving goals and holds self and others accountable for expected results. To be successful in this position, the candidate must be results oriented and have the demonstrated ability to effectively prioritize workflow.

Trust and Integrity: Understands and acts in accordance with organizational values; is widely trusted.
Proactive Problem Resolution: In conjunction with others, works to take a proactive approach to anticipating, preventing, and solving problems.


Job Specifications:
Assistance to Executive Management
Drafting, preparing, editing and finessing correspondence, presentations, communications and other documentation as required
Conducting research, assembling and analysing data and preparing reports and documents from this.
Researching travel options; booking travel and managing travel arrangements as directed; acting proactively to ensure smooth travel experiences
Filing documents, reference materials etc in a logical manner and ensuring this is kept up-to-date, accurate and confidentially stored both hard and soft copy; maintaining accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
Monitoring, receiving, sorting, logging, distributing and sending soft and hard copy mail; liaising with GM: Finance re replies and responding to correspondence appropriately
Arranging and co-ordinating meetings and other functions or events; attending meetings as necessary, taking minutes where required; transcribing and distributing minutes as appropriate.
Managing (placing, answering, screening) calls for the GM: Finance, taking messages and passing these on quickly and with details.
Welcoming guests and other visitors; managing any waiting period so that visitors are comfortable; interacting professionally with external clients and acting as a brand ambassador at all times.
Processing invoices, purchase orders and expenses for the GM: Finance.


Personal Qualities:
Extremely team-focused, and enjoys providing support to the whole organization
Organized, with a well-establish process of planning workload; efficient and resourceful
Very comfortable with computers and technology, including new and emerging technologies
Customer service focused and professional
Works well with all team members
Works well under pressure


2. Board/Senior Volunteer Support
Taking of minutes at Board/Committee (committee meetings as required) meetings and completion of draft minutes within specified timelines
Preparation of draft agendas, and other documents (as required)
Tracking of attendance, quorum, agenda item requests in accordance with established processes
Organize corporate meetings; orchestrating conference calls, preparing presentations, catering requests and minute taking


3. Office Administration
Ensure tidiness of the office (eg. after meetings ensure meeting rooms are tidy); ensure the office facilities maintain a professional appearance (may include some house-keeping duties)
Ensure all equipment is functioning properly (ie. mail machine has required postage); liaise with suppliers/maintenance staff as required; provide staff training as required; provide input into equipment purchasing/rental decisions
Coordinate office purchases (eg. paper, envelopes, equipment, furniture) and inventory quantities, in conjunction with the GM: Finance
Coordinate facilities requirements, moves, maintenance, etc with the landlord as
well as new hire set up
Maintain assets through administration of the equipment sign-out form
Administration of the phone system including general and holiday messages, including those for new employees

4. General
Perform backup function for reception which includes: answers phone/email/walk in enquiries; handling the mail in accordance with established processes; taking the deposit to the bank (eg. daily, as required); receiving courier packages and distributing as appropriate; ensuring that incoming mail is sorted and distributed and that outgoing mail is stamped; providing professional service at all times
Provide HR administrative support including processing and administering new and or departing employees and associated equipment and set up; assisting with interview set-up and administrative HR functions (photocopying, room preparation,etc)
Maintain current knowledge through professional development activities (as discussed with executive management)
Look for and make recommendations concerning process efficiencies f. Update the website as requested

YOU MUST KNOW HOW TO SPEAK ARABIC & WRITE. PLS . ONLY APPLY IF YOU MEET THE REQUIREMENT. WELL PRESENTED AND GOOD ENGLISH
Post Details
Job Title Executive Assistant to CFO/GM Finance
Description Purpose Statement

To perform timely, accurate and professional administrative and secretarial functions for the General Manager. As a member of the support services cross-functional team, provide support and
oversight of the office administration functions including reception, facilities, telephone, purchasing, equipment maintenance and other duties as may be required for successful organizational results



Key Competencies:

Adaptability to Change: Adjusts to change and uncertainty, able to shift gears and can act in ambiguous or uncertain situations. Able to improvise, multi-task and prioritize in a changing environment while maintaining composure
Collaboration / Teamwork: Fosters cross-unit collaboration and builds and facilitates
teamwork to achieve results.
Communication: Uses multiple communication strategies to gain support and commitment from others and mobilize them to take action.
Customer Service Focus: Works to determine customer (internal, external) needs and actively improve value chain in terms of service and delivery excellence. Motivated to
exceed expectations.
Drive for Results: Focuses on achieving goals and holds self and others accountable for expected results. To be successful in this position, the candidate must be results oriented and have the demonstrated ability to effectively prioritize workflow.

Trust and Integrity: Understands and acts in accordance with organizational values; is widely trusted.
Proactive Problem Resolution: In conjunction with others, works to take a proactive approach to anticipating, preventing, and solving problems.


Job Specifications:
Assistance to Executive Management
Drafting, preparing, editing and finessing correspondence, presentations, communications and other documentation as required
Conducting research, assembling and analysing data and preparing reports and documents from this.
Researching travel options; booking travel and managing travel arrangements as directed; acting proactively to ensure smooth travel experiences
Filing documents, reference materials etc in a logical manner and ensuring this is kept up-to-date, accurate and confidentially stored both hard and soft copy; maintaining accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
Monitoring, receiving, sorting, logging, distributing and sending soft and hard copy mail; liaising with GM: Finance re replies and responding to correspondence appropriately
Arranging and co-ordinating meetings and other functions or events; attending meetings as necessary, taking minutes where required; transcribing and distributing minutes as appropriate.
Managing (placing, answering, screening) calls for the GM: Finance, taking messages and passing these on quickly and with details.
Welcoming guests and other visitors; managing any waiting period so that visitors are comfortable; interacting professionally with external clients and acting as a brand ambassador at all times.
Processing invoices, purchase orders and expenses for the GM: Finance.


Personal Qualities:
Extremely team-focused, and enjoys providing support to the whole organization
Organized, with a well-establish process of planning workload; efficient and resourceful
Very comfortable with computers and technology, including new and emerging technologies
Customer service focused and professional
Works well with all team members
Works well under pressure


2. Board/Senior Volunteer Support
Taking of minutes at Board/Committee (committee meetings as required) meetings and completion of draft minutes within specified timelines
Preparation of draft agendas, and other documents (as required)
Tracking of attendance, quorum, agenda item requests in accordance with established processes
Organize corporate meetings; orchestrating conference calls, preparing presentations, catering requests and minute taking


3. Office Administration
Ensure tidiness of the office (eg. after meetings ensure meeting rooms are tidy); ensure the office facilities maintain a professional appearance (may include some house-keeping duties)
Ensure all equipment is functioning properly (ie. mail machine has required postage); liaise with suppliers/maintenance staff as required; provide staff training as required; provide input into equipment purchasing/rental decisions
Coordinate office purchases (eg. paper, envelopes, equipment, furniture) and inventory quantities, in conjunction with the GM: Finance
Coordinate facilities requirements, moves, maintenance, etc with the landlord as
well as new hire set up
Maintain assets through administration of the equipment sign-out form
Administration of the phone system including general and holiday messages, including those for new employees

4. General
Perform backup function for reception which includes: answers phone/email/walk in enquiries; handling the mail in accordance with established processes; taking the deposit to the bank (eg. daily, as required); receiving courier packages and distributing as appropriate; ensuring that incoming mail is sorted and distributed and that outgoing mail is stamped; providing professional service at all times
Provide HR administrative support including processing and administering new and or departing employees and associated equipment and set up; assisting with interview set-up and administrative HR functions (photocopying, room preparation,etc)
Maintain current knowledge through professional development activities (as discussed with executive management)
Look for and make recommendations concerning process efficiencies f. Update the website as requested

YOU MUST KNOW HOW TO SPEAK ARABIC & WRITE. PLS . ONLY APPLY IF YOU MEET THE REQUIREMENT. WELL PRESENTED AND GOOD ENGLISH
Job Start Date TBA
Salary Offered 8000-10000
Number of Vacancies 1
Location Job Location -> UAE
Location City Sharjah
    
Desired Candidate's Profile
Gender Female
Nationality Nationality -> Any GCC Nationality
Candidate Current Location Job Location -> UAE
Work Experience 7-10 Years
Candidate Profile Description Arabic National and Good English
Job Classification
Job Type Job Type -> Full-time
Industry Type Job Industry -> Manufacturing
Job Function Job Functions -> Administrative
Employers Details
Company National


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