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  • Job reference: RMS0142480

Executive Assistant (Drilling/O&G Co)

  • Sector: Commercial
  • Location: Dubai
  • Job type: Permanent
  • Date posted: 29/06/2014
  • Time left:
    d h m s
    (14/07/14)
This vacancy has now expired.
The Company:
Our Client is an international Drilling company with a particular focus on the Middle East market

The Role:
REPORTS TO: Executive Directors
DEPARTMENT: Executive
LOCATION: Dubai Office, JLT

BASIC FUNCTION:
Performs diverse secretarial work of an administrative nature, which requires discretion and confidentiality. Provides assistance to the executives in a variety of administrative matters within the scope of the department function. Works with minimal instruction or supervision and is expected to exercise considerable judgment and initiative in the performance of job responsibilities. Is responsible for providing assistance on special assigned projects.

DUTIES
 Performs a variety of general administrative duties.
 Prepares copies and performs distribution as requested.
 Organizes meetings as required.
 Maintains office supplies and equipment for the department.
 Coordinates office administrative support including communications systems, office supply acquisition, reproduction and printing services, general maintenance and repair requests, office security access.
 Greets visitors, answers phones, directs calls and takes messages. Provides information and receives information concerning matters related to the executives.
 Maintains a holiday calendar for the department and assures that complete information is available for all matters.
 Coordinates travel arrangements as required and in accordance with Company policy.
 Establishes and organizes a variety of manual and automated recordkeeping files in accordance with established procedures.
 Maintains documents and records in appropriate files.
 Coordinates updates to department policies and procedures.
 Maintains current versions in master reference files.
 Coordinates logs and verifies department invoices for payment, interacts with Accounts Payable and vendors concerning discrepancies.
 Codes invoices as required and obtains proper approvals prior to distribution.
 Processes expense reports; ensures that check requests have the required approvals to pass on to accounting for payment.
 Assists with special projects as and when required, this can include preparation of reports, presentations, data sets and/ or coordination of meetings.
 Maintains strict confidentiality at all times.



SKILLS
Excellent English, communication skills with the ability to compose, edits and proofread correspondence and reports. Substantial knowledge of office practices and procedures including recordkeeping methods.
Computer literate with advanced skills in word processing and spreadsheet software in a Windows environment. Knowledge of presentation graphics software. Exposure to database software is helpful.
Demonstrate the ability to adapt quickly to new software packages.

SPECIAL REQUIREMENTS:
Self-motivated, proactive and good time management. Possess interpersonal skills to interact effectively with
personnel at all levels. Able to handle multiple assignments simultaneously, meet deadlines, and ensure completion of
long-term projects. Able to adhere to prescribed routines and practices. High level of accuracy and attention to detail.
Needs to be accustomed to handling confidential information.

Essential Skills / Qualifications:
EDUCATION:
Ideally educated to degree level in a business administration field.

EXPERIENCE:
5 – 10 years experience in a similar role with a DRILLING/O&G COMPANY
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