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Job Description
Job Overview:
- Primary responsibility for this position is to provide a wide range of administrative support to the ceo and chairman and coordinate/provide support for all professional staff to our different subsidiaries.
- The individual must be well organized, able to work in a high pressure environment with little supervision, and remain flexible, proactive, resourceful, and efficient and maintain professionalism at all times.
- Applicants must have excellent Arabic/English written and verbal communication skills, excellent time management skills, strong decision making ability (anticipating any possible needs relating to rescheduling of activities, managing enormous government paperwork related to Financial & Investment Authorities), and excellent attention to detail.
- Individual must also be a team player and must be able to work with administrative support teams located in different cities. Role of office manager includes organizing and overseeing office operations and procedures following Firm standards – this includes coordinating office paperwork, equipment procurement, managing document storage and retention, providing knowledgeable support and data of different subsidiaries to the ceo and board members, ability to troubleshoot and diagnose problems and must be an expert in data filling and organizing
Key Responsibilities:
- Provide administrative support to different subsidiaries, including but not limited to, answering phones, data & paperwork filing, coordination and setup for meetings, calendar and appointment maintenance, presentation production, expense reporting, photocopying, greeting clients, etc.
- Responsible for timely preparation of different reports, accounts payable/receivable, invoice preparation, maintenance of billing files, and providing copies of correspondence to different divisions, legal, Financial & Investment Authorities.
- Liaise with various internal and external parties, including clients, Financial Authorities , Investment Authorities and management, exercises sound judgment and discretion in dealing with highly confidential/sensitive business matters.
- Assist in the preparation of presentations, including but not limited to, organizing and collecting necessary material for presentations and creating and editing documents in Word, PowerPoint and Excel.
- In co-ordination with Accounting & Corporate Services management and following group guidelines manage local purchasing and distribution of supplies.
- In co-ordination with Legal & Corporate Services management and following group guidelines Ensure the facilities on a day-to-day basis is maintained to appropriate standards; coordinate with Management & Corporate Services team regarding any requests for changes or issues.
- Proactively manage planning & hiring needs · Coordinate new hire orientation with other departments.
- Manage local vendors (e.g. equipment service, general construction, etc.).
- Ensure that necessary equipment is in place for new hire(s); Manage office space and coordinate office moves as required.
- Ability to handle large variety of details and work under pressure across all levels of organization.
- Other jobs & duties as assigned.
Job Requirements
- Bachelor’s degree.
- Basic accounting and legal experience including expense reports, processing accounts payable, managing personal expenses.
- Experience working in a corporate environment (financial or legal services preferred).
- 10 years supporting Senior Executives.
