Company Description:

Novel Technology Services is a 25-year-old global IT-enabled Professional Services Organization. Novel is based out of the USA, with operations in 4 continents, and 9 locations. Read about Novel, at www.noveltechservices.ae and www.linkedin.com/company/noveltechservices/

Job Description:

We are looking for a smart, dependable, dedicated Administrative Assistant, who will primarily support our UAE & Europe operations. The ideal candidate will be someone used to handling discreet, confidential matters and experienced in internet research, SEO, social media management. Job includes secretarial responsibilities like handling emails, mails, faxes, scheduling appointments, handling visitors, organizing travel arrangements, taking notes and small projects management. It also includes social / relationship management responsibilities like assisting the global or Europe CEO in organizing events, lunch / dinner meetings, for clients and employees at various offices.

Responsibilities:

• Virtual Reception: Be the welcoming face of our company by answering phone calls and managing inbound inquiries.
• Office Organization: Support maintenance of the Europe office, UAE shared office space by ensuring adequate supplies, telecommunications, room bookings etc.
• Scheduling: Coordinate appointments and meetings and manage conference room bookings at various locations as necessary.
• File Management: Organize and maintain physical and electronic files, ensuring easy retrieval.
• Proposals & Written Materials: Draft, edit, and proofread internal and external communications, including RFPs, Presentations, emails, letters, and memos.
• Travel Arrangements: Assist in making travel arrangements for executives as needed.
• Expense Reporting: Assist in processing and tracking expense reports.
• Invoice Reporting: Assist in processing and tracking all billable invoices.
• HR Systems Support: Understand and update all HR records as per compliance requirements.
• Support to Management: Provide administrative assistance to executives and managers, including calendar management and document preparation.
• Event Coordination: Assist in organizing company events, meetings, and team-building activities.

Skills:

• Must have exceptional technical skills with Microsoft Office Suite (Word, PowerPoint).
• Excellent communication skills, both written and verbal.
• Must be Detail-oriented with strong organizational and documentation skills.
• Excellent time-management and multitasking skills.
• Financial literacy skills and business accounting is a plus.
• Flexibility to work across different time zones and handle a dynamic schedule.
• Experience supporting a global CEO is a valuable asset.
• Skilled dependable person known for abiding by the organization's confidentiality rules and regulations.
• Knowledge of key social media platforms (Instagram, LinkedIn, Facebook, Twitter “X”) a plus.
• Friendly, outgoing & very personable persona who presents themselves well.
• Self-motivated, team player with a creative interest.

Qualifications:

• At least 3 years of experience in a similar role, ideally supporting small / medium sized business.
• Fluent in English. Knowledge of Arabic or any European language is a big plus.
• At least a 3-year or 4-year degree from a recognized college.
• Academic qualifications in Business Administration, Accounting, Finance, Economics, or IT is a plus.
• Must have a valid passport.