Job Advert
Internal Job Title: Executive Assistant to the General Manager
Business: Lucy Middle East
Location: Jebel Ali, Dubai, United Arab Emirates
Job Reference No: 3942

KEY ACCOUNTABILITIES:

Administration:
Devising and maintaining office systems, including data management and filing.
Providing direct support to the director.
Handling C level customers (VIP) and company board members.
Providing administrative and IT support for the sales team.
Screening phone calls and requests, and handling them when appropriate
Organizing meetings and appointments.
Dealing with correspondence, Preparation of documents, reports and presentations.
Organizing and attending meetings and ensuring their smooth running.
Liaising with clients, suppliers and other staff.
Attends telephone calls, faxes and emails.
Distributes Occasional Greeting Cards to customers / agents distribution, Business Cards…etc.
Handles visit / transit visa application, travel booking, hotel reservation, guest entertainment, gate passes, logistics…etc.
Relationship development with local suppliers (corporate rates with hotels, caterers…etc.)
Business: Conferences/meetings/lunches/dinners arrangements.
Assists, supports all sales team members for all day-to-day French language related tasks.
Business support:
Reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
The point of contact between the executives and internal or external colleagues.
Quarterly Budget Presentation preparation.
Coordinate monthly management meeting reports.
Preparing and submitting reports, expenses, memos, letters, and other documents.
Marketing support:
Support the Marketing function in the organization of events and exhibitions participation
Supplier coordination
Design consultation for Exhibition stand
Familiar with documentation arrangement
Full event attendance and management
Post event feedback and support
Meeting suppliers and finalizing corporate gifts purchase.
Translation (Arabic-English-French)
Drafting posters, cards, invitations.
CSR (Corporate Social Responsabilities)
Participating in multiple charity events, which promote the company image.
Feasibility study for possible donations.
Promote and support education at all levels and engage in actions to improve the quality of and access to education
Promote recycling of used materials or the reuse when possible.
Participate in local associations (where possible and appropriate) with the objective of contributing to the public good and the developmental goals of communities.
Encourage and support people to be volunteers for community service.
Promote cultural activities where appropriate; recognize the value of local cultures and local traditions consistent with the principle of respecting human rights.
Joining efforts with other organizations and government institutions supporting social , economic and cultural rights

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Experience: Minimum 3 years’ experience working as Executive Assistant at MD or Director level.
Minimum Educational Qualification: Bachelors Degree
Job-Specific Skills:
Flexibility
Adaptability
Good interpersonal skills
Ability to multitask
Organizational skills
Communication skills
IT skills Microsoft Office Skills
Secretarial skills
Fluent in English, Arabic and French
Behavioural Competencies:
Confident with an outgoing personality
Smart appearance and well groomed.
A forward thinking, customer focused and creative mind
Must be organized and detail oriented
Good Interpersonal, with excellent communication and presentation skills.

Enhances effectiveness, by providing information & support to the business and management.