EA to Managing Director

at Tiger Recruitment in UAE

Posted on January 10, 2024

Job details

1. JOB PURPOSE: To support the performance of administrative, operational and clerical tasks optimizing the smooth running of the General Manager - Operations office’s workflow ensuring optimum confidentiality and internal client happiness. 2. KEY ACCOUNTABILITIES: Functional Accountabilities

Perform a variety of secretarial and administrative duties including answering emails, phone calls & redirecting them to the accurate personnel when necessary to support the smooth functioning of the GM Operations office.
Act as a first point of contact for both internal and external parties who wish to contact or meet the General Manager to ensure effective prioritizing to facilitate business requirements as directed.
Prepare and compile documentation including project and departmental related reports, presentation ensuring they are completed and prepared in time for meetings and discussions.
Arrange meetings called by the GM along with drafting subsequent agendas and preparing minutes of meetings as required.
Attend all key meetings, as required, at the appointed times ensuring availability of all relevant documents needed to facilitate the achievement of business objectives.
Manage the reporting line’s calendar, including making appointments and prioritizing the most sensitive matters, as per the Office Manager’s directions.
File, maintain, and update contact information of employees, customers, suppliers, and external partners for easy access.
Provide support in the recruitment process of key resources in the organization.
Prepare and ensure accurate and timely dissemination of required correspondence, memos, and forms on behalf of the reporting line.
Prepare required documentation including project-wise & departmental-related reports, presentations, etc. ensuring completeness and timely preparation for meetings and discussions of the reporting line.
Maintain a proper and user-friendly filing and document control system for recording and tracking all documents for the reporting line.
Keep a frequent check on the levels of office supplies & stationery and place timely and appropriate orders.
Make all arrangements for visiting delegations ensuring timely availability of all required logistical services, visas, etc. to achieve customer satisfaction.
Make the necessary travel arrangements and detailed travel itineraries for the reporting line by coordinating with the relevant internal team.
Undertake any ad-hoc tasks assigned and co-ordinate with the concerned stakeholders to ensure timely delivery and quality as per expectations.

Policies, Systems, Processes & Procedures

Follow all department policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
Demonstrate compliance to the organization’s values and ethics at all times to support the establishment of a value-driven culture within the organization.
Ensure effective execution of the assigned tasks and coordinate with concerned stakeholders to ensure timely delivery and quality as per expectations.

Budgeting and Financial Performance

Monitor if activities are carried out in line with the approved budgetary guidelines while promptly reporting on any variances to the management.

Continuous Improvement

Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes, and practices considering global standards, productivity improvement, and cost reduction.

Reporting

Assist in the preparation of timely and accurate statements and reports to meet operation department requirements, policies, and quality standards.

3. FRAMEWORKS, BOUNDARIES, & DECISION-MAKING AUTHORITY:

Operates within the framework and boundaries of company policies as well as overall organizational and governance frameworks.

4. QUALIFICATIONS & EXPERIENCE: Minimum Qualification

Bachelor’s degree in business administration, arts, or a related field.

Minimum Experience

5 years of relevant experience in a similar role, preferably in a corporate - multi-national organisation- where consulting/financial services sector with high level analytical experience would be preferred but not essential

Tiger is B Corp Certified. We are part of a global movement of businesses committed to improving social and environmental conditions around the world.

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EA to Managing Director

Job details

Apply safely

Hiring company

Tiger Recruitment

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