Personal Assistant to Chief Executive Officer
دوام كامل
في Phoenix Yacht Management
في
UAE
نُشرت يوم January 18, 2025
تفاصيل الوظيفة
Personal Assistant to Chief Executive Officer
Phoenix is a Yacht Management Company, based in Dubai, the rising hub of luxury yachting. Phoenix is at the centre of every need when it comes to yachting management, sales, charter and much more. Our vastly experienced and highly qualified team equips us with an extensive range of services, covering all areas of yacht management. We at Phoenix pride ourselves on providing an excellent working environment and exceptional service to our clients. We are currently seeking an experienced Personal Assistant to provide top-tier administrative support to our CEO in Dubai. If you are an experienced Personal Assistant with a strong focus and drive for exemplary client service then we are keen to hear from you. About the Role The ideal candidate is an extremely detail-orientated and personable multitasker who has experience in the yachting or luxury sector and can work under pressure. You will be a highly organized and proactive Personal Assistant who will play a crucial role in ensuring the CEO's day-to-day operations are seamless. In this pivotal role you will manage communication, organize schedules, as well as handling administrative tasks, while being a key point of contact for both internal and external stakeholders. You will be a confident and dynamic professional with a passion for organization and supporting higher management while consistently remaining one-step ahead. The successful candidate, a self-starter, will have a positive attitude and ability to prioritise complex schedules, whilst maintaining the levels of service to the highest standards at all times. You will be a team player who can adapt to various teams. Excellent communication skills both written and spoken in English with an impeccable telephone manner. You will need strong IT skills to work fast and across multiple platforms. You would need to be flexible as there may be occasions when you are required to work additional hours outside of our core business hours to ensure service is covered. Responsibilities- Diary Management: The Employee shall oversee the CEO's calendar including forward planning, scheduling calls and travel arrangements. Manage the CEO's inbox, prioritize emails and respond on behalf of the CEO where necessary. Coordinate and plan internal and external meetings on behalf of the CEO including receiving and/or developing agendas. This may require the Employee to work on such requests at short notice. You should also be on hand to assist the Managing Director with diary management and scheduling of meetings from time to time.
- Collaborative Working Relationships: The Employee shall serve as the liaison between directors, senior managers, clients and external partners ensuring timely and accurate information sharing. Assist and help onboard new staff and support various team members with ad-hoc administrative tasks.
- Confidentiality & Problem Solving: The Employee shall handle sensitive information with the utmost discretion and resolve any issues proactively. The Employee shall maintain professionalism and strict confidentiality with all materials.
- Document Management: The Employee shall draft and proofread reports, emails and other correspondence as required. The Employee shall act as gatekeeper for all official company reports, procedures and policies produced by internal colleagues and our managed vessels ensuring all are developed in line with the Phoenix standard.
- The Employee shall keep track of the company annual leave register for all departments ensuring colleagues are obtaining prior approval and that their leave balance is correctly logged.
- The Employee will maintain and control the access matrix for various internal systems and programmes, ensuring all new and departing colleagues access is amended appropriately in order to keep all systems secure.
- The Employee shall co-ordinate, organize and book travel schedules on behalf of the CEO and also the Managing Director. Ensuring detailed itineraries are created and populated in the company timesheets. And occasionally, any other colleague or team member as may be required, via approved Company procedures.
- The Employee shall perform general office duties such as maintain records, basic accounts work, management systems, screen calls, enquiries and requests, scanning, copying and printing, filing and any other clerical duties.
- The Employee shall support effective, including confidential communication across a dispersed team working in a hybrid way to ensure logistics is managed effectively between teams and to provide updates to the CEO, MD and Heads of Department.
- The Employee shall be required in co-operation with all Heads of Department to prepare and develop reports, procedures, checklists and any other documents according to the Company procedures. This may involve liaising with other colleagues and senior crew onboard fleet vessels.
- The Employee shall assist with general research and administrative projects in order to produce reports or develop procedures to be presented to Senior Management.
- The Employee may be required to co-ordinate internal and external meetings relating to any specific projects as required, including but not limited to the setting up of cisco / zoom call meetings and taking accurate minutes of meetings at the request of the CEO.
- The Employee shall develop effective relationships with vessels, crew and managers in order to provide well-organized administrative support. Any direct communication with vessels and crew shall be initiated only at the request of the CEO or Heads of Department.
- The Employee shall support the development of instructional guidelines and procedures for fleet vessels and Company Employees. Identify where improvements or modifications could be made to existing documents. Assist the CEO in ensuring all policies and procedures are being adhered to by colleagues.
- The Employee shall support new employees in basic software training and operational instructions.
- The Employee shall arrange any recruitment related meetings at the request of the CEO, including to conduct reference checks on potential candidates.
- The Employee shall monitor and approve supplier contacts, which have been populated by both employees and crew in the corporate database as well as uploading any new supplier details in regards to the CEO contacts.
- The Employee shall provide support for other senior executives in the business during times of absence of other admin team members.
- The Employee shall work as part of the administrative team to answer incoming calls and take/ relay messages as appropriate. Where necessary, and sporadically, fill in the role of Receptionist at any Company office and assist during meetings or events (such as Operational Meetings). Taking on any ad hoc administrative duties as directed by the CEO or Managing Director.
- The Employee shall work closely with the Assistant to Head of Operational Department and Head of Client Management to plan internal operational meetings and to develop, distribute and maintain the meeting schedule ensuring all meeting updates / changes are communicated to all parties involved and that all supporting documents are submitted and prepared in good order.
- The Employee shall work with retained legal representatives and other outsourced agencies such as auditors on various highly confidential projects not to be discussed with anyone other than the CEO unless otherwise specified.
- The Employee will work closely with the PRO to ensure all legal business documents are up to date and carefully stored both digitally and on file in the Dubai office, including but not limited to trade licenses, VAT certification, business insurances and lease agreements, employee visas and health insurance.
- The Employee will work alongside the Payments Manager to administrate payment of company invoices via the approved accounting system.
- The Employee will be responsible for completing Travel Expense Reports on behalf of themselves, the CEO and the MD in a timely manner. The Employee will also assist the Financial Managers in monitoring submissions by all other Colleagues ensuring reports are on time.
- Proven senior level administrative experience in a similar office based role. Prior experience working in a yachting company would be preferred but not essential.
- Strong communication skills are essential with the ability to interface regularly with internal and external personnel at all levels.
- Excellent written and verbal communication skills in English. Arabic would be a plus but not essential.
- Ability to multitask and prioritise effectively in a fast paced and dynamic environment.
- Flexibility with a can do / will do attitude
- Ability to take initiative and always thinking one step ahead
- Solid computing skills; proficient in Microsoft Office package, including Word, Excel and Powerpoint
- Minimum of high school diploma or equivalent
- Be prepared to be available when required for urgent requirements outside of working hours, whilst the CEO is respectful of weekends and planned time off the nature of the position does require some flexibility and willingness to be available during such periods.
- Willing to travel as requested by the CEO to attend various company and wider industry events and boat shows.
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