A leading software company specializing in enterprise search solutions and unified information access (UIA) is now hiring an Executive Assistant / Office Administrator / Sales Administrator. They are looking for a highly "driven", dynamic, professional individual to provide smooth and timely delivery of multi-faceted role in a field & sales office of an American company. This role is to provide executive assistance help to the MD of MEA Region in addition manage Office Administrative affairs as well as help in the capacity of a Sales Administrator.
Job Description:
Responsibilities Include:
Executive Assistance Responsibilities:
• Manages and maintains MD's calendars.
• Help with reconfirming meetings, ensure locations and be the point of contact to schedule meetings for MD.
• Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials. Coordinates meeting logistics including location and rates.
• Excellent meeting notes capturing and summarizing capability.
• Ensures that meeting attendees have appropriate information including directions and maps or WebEx or Microsoft Lync and conference line information when appropriate.
• Prepares agendas, Excellent in taking notes and distributes meeting minutes and presentations. Tracks action items and communicates status.
• Makes business travel arrangements and manages and communicates travel itineraries. Manages travel accounts. Works closely with Corporate Travel to schedule and change itineraries.
• Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature. Manages information flow within and outside of division or business unit. Serves as liaison between corporate office(s) by disseminating key communication pieces and distributing materials.
• Tracks executive expenses and generates expense reports. Works with Accounts Payable in order to ensure department bills are paid in a timely manner. May serve as point person for departmental purchases, including but not limited to overall asset management. May manage budget and departmental costs.
• Monitors phones and voicemail systems and answers or re-directs calls. Pro-actively escalates issues requiring manager's immediate attention.
• CRM update & Reporting for MD:
- Update SFDC CRM on behalf of MD and keep updated as key responsibility.
- Understand the sales process and able to get specific reports from the system.
- Able to understand the relevance of KPI's and reports from CRM and communicate or highlight key findings.
- Manage MD's and family's UAE visa expiration, Emirates ID Expiration, Passport expiration in coordination with PRO.
Office Administration Responsibilities:
• Liaise with PRO, TECOM, administer security access cards, underground parking, coffee/pop supply services, photocopiers, facilitate expense reimbursement and accounts payable process, provide grocery supplies, arrange catering requirements, distribute incoming mail, provide month end refreshments, maintain office supplies inventory, manage vendor records, and answer incoming phone line.
• Manage records and files of trade licenses, lease agreement, vendor contracts as a central holder of such information for the office.
• Manage petty cash and liaise with accounts department to ensure proper track of petty cash is done and managed.
• Takes the lead on organizing and executing the social events for the office, including Thursday company lunches, organize and execute all sales kick-offs, meetings and events, and organize and execute all other company meetings/events.
Job Details
| Date Posted: | 2013-08-25 |
| Job Location: | Dubai, United Arab Emirates |
| Job Role: | Secretarial |
| Company Industry: | Information Technology; Secretarial |
Preferred Candidate
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