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  • Job reference: RMS0148215

Personal Assistant (O&G ind exp)

  • Sector: Commercial
  • Location: Dubai
  • Job type: Contract
  • Date posted: 25/09/2014
  • Time left:
    d h m s
    (02/10/14)
This vacancy has now expired.
The Company:
Our client is an international O&G Operator with a focus on the Middle East area.

The Role:
ACCOUNTABILITIES: Agenda Management:
- The management of the schedule, diary and calendar of prime line clients of the project Asset Manager.
- General PA Support (printing, room bookings, etc.)
- Phone calls, voice mail, e-mails, faxes, reports, distribution list
- Monitoring, managing, sorting, or routing the above items to respective parties.

Travel arrangements and Co-ordination:
- Making arrangements as required for the required travel locations for the Asset Manager and the Leadership Team
- Arrangements can include: visa requirements, flight bookings, transfer bookings, hotel reservations, office arrangements, relevant printouts, car rental service, etc.
- Travel Visa Management specifically for Iraq (tracking blood expiry, visa expiry etc.)
- Supporting local logistics for senior Asset staff visiting Dubai/Iraq

Organizing/coordinating events in/outside client offices:
- Social events, Conferences, Workshops, Meetings, Lunches, Trainings, Talks
-Providing administrative and coordination support for Joint Management Committee (JMC) meetings
- Making arrangements for visitor(s) at the office, which includes
Preparing the agenda
- Organising site access
- Greeting & escorting the visitor(s) as needed

Data Management:
- Maintaining & updating documents and databases
- Drafting routine letters
- Maintaining department records & files
- Assisting to prepare documents, reports, presentations
- Preparing meeting minutes (minutes, outcomes, action plans, follow up)
- Managing global card statements and expenses/reporting & time writing for the Asset Manager and LT Team.
- Set-up of Video Conferencing & Audio Conferencing requirements

Confidentiality:
- Utmost confidentiality in dealing with Most Confidential data
- Upkeep of filing and Document Management

Other accountabilities include:
- Filing & storing documents
- Assistance with on-boarding new joiners (order IT Equipment etc)
- Event Coordination and logistics for Asset Team

ADDITIONAL COMMENTS/
SPECIAL CHALLENGES: - Multitasking including the effective management of competing priorities.
- Build and maintain a network of contacts in the Business/Function community/worldwide
- Eye for detail when working through complex tasks
- Time management in order to work within tight datelines
- Balancing competing priorities
- Interacting with staff at various levels
- Handling sensitive matters with integrity & discretion

Essential Skills / Qualifications:
EXPERIENCE and QUALIFICATIONS REQUIRED:
- Highly proficient at using office software such as MSWord, PowerPoint, Excel, Outlook, etc.
- Senior PA experience is preferred
- Should have experience filing applications electronically.
- Must be proficient in Outlook, Word, and be prepared to learn customized patent docketing database and electronic document management system.
- Must be able to handle multiple tasks simultaneously with the ability to prioritize.
- Must be detailed oriented and be able to work independently.
- Must have good communication and organizational skills.
- Must have a positive attitude
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