Total-Personal Assistant to MD

Total-Personal Assistant to MD
  • Maintain the general Management of the Managing Director’s workflow, Provide a service that is in line with the MD’s work habits and preferences
  • Maintain the daily meetings schedule for the Managing Director
  • Coordinate travel requirements in connection with arrangements for the MD
  • Organizing events, conferences for Managing Director
  • Preparing expense claims of the MD
  • In certain cases, respond/direct emails to the necessary employees on behalf of the MD
  • Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate
  • Ensure the MD is fully briefed on, or prepared for, any engagements he/she is involved in
  • Prepare correspondence on behalf of the MD, including the drafting of general replies, correspondence
  • Prepare preliminary presentations on powerpoints
  • Provide residence/accommodation options to the new MD when and schedule the viewing appointments
  • Brief the MD about what is going on internally and collect information if needed
  • Prepare Handover Agenda between previous and future MDs
  • Conduct research on ad hoc topics and manage ad hoc projects for the MD
  • In charge of organizing VIP events of the Company upon MD request and in coordination with Marketing Department
  • Assist HQ and other affiliates when doing events in UAE, In charge of VIP visitors logistics (hotels, transportation, events and meal invitations…etc)
  • Manage and maintain the Personnel on Board and Business Leaves summary
  • Coordinate with HR on certain tasks such as leaves, events and travel
  • Launch TMME WAT Community, ensure success (habit taken, posts) and take over successfully the WAT Communication responsibility
  • Support Procurement & Purchase department for the supplier selection during events. Negotiate with hotels to get best rates
  • Liaise with the French Consulate for events and visa requirements
  • Update the Company Visitors Guidelines
PA role for the MD of TEP Yemen:

  • Preparing letters to French consulates in different countries
  • Liaise with Head office in Paris
  • Liaise with Cairo & Yemen and Abu Dhabi office
  • Keep the driver update with MD’s agenda
  • Organizing small events (local & international)
  • Prepare his expense claims and get the necessary approvals
  • Fully in charge of MD’s POB system
  • Tracking MD’s correspondence to different destinations
  • Organizing MD’s calendar
  • Handling the MD’s busy travel requirements and related visas
  • Arrange personal vehicle renewal

Candidate profile

Knowledge/Skills: Ability to multitask.
Tech Savvy and advanced proficiency on MS Office tools
Excellent interpersonal skills ,strong on EQ and work ethics

Education: A degree holder in any suitable discipline.

Experience: Minimum 6 -8 years of experience within the similar field.

Offer ID

30660BR

Métier

Secretarial Support

Region, department, area

Dubai

Employment type

Regular position

Experience level required

6 – 10 years

Affiliate (if known)

TOTAL UAE LLC

Branch

Marketing & Services

About us / company profile

Job Expires

30-Jul-2020

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