• ADMIN & EXECUTIVE/PERSONAL ASSISTANT RESPONSIBILITIES
• Manage information flow in a timely and accurate manner
• Manage executives' calendars, set up meetings across global time zones
• Take minutes of the meeting and circulate it to the attendees
• Carry out travel arrangements (including flights, hotels, visas, transport etc.)
• Greet a wide range of visitors with a professional image at all times
• Attend important meetings with the Managing Director
• Respond to emails and document requests on behalf of the MD/ executives
• Draft slides, meeting notes and documents for the MD/ executives
• Draft memos/announcements for internal/external communication
• Renew the company's tenancy contract, trade licenses, insurances, vehicle registrations and all other mandatory memberships/certificates
• Manage and maintain a proper record of all the legal documents of the company including but not limited to the MOU. Board Resolutions and all other confidential company documents
• Attend meetings with the board of directors when necessary
• Support and coordinate business management requests
• Support other teams as required
• Maintain departmental records
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• Look after our workplace's security and safety, making sure that we adhere to the UAE government's rules and regulations, keeping the office/warehouse maintained and coordinating any repair required to the concerned service provider for immediate action

Skills

• HR RESPONSIBILITIES
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• Handle the recruitment & selection through to the on boarding process
• Prepare all the employee-related documents such as Offer Letter, Appointment Letter. Confirmation Letter, Promotion Letter. Warning Letter etc.
• Process visa applications/renewals/cancellations of employees (DMCC Portal & Dubai Trade Portal)
• Process end-of-service settlements of exiting employees
• Monitor the attendance and leaves of employees
• Prepare the payroll systematically and release salary of employees on time
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• Ensure the implementation & adherence of various policies, processes, procedures & systems across the organization
• Maintain complete and up to date employees' files
• Draft new policies, procedures and systems and make recommendations where appropriate regarding improvements of the existing ones
• Develop a good working relationship with other departments and all employees
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• ACCOUNTS RESPONSIBILITIES
• Maintain the books of accounts, bank balances etc.
• Manage the petty cash, company credit card and other financial-related accounts
• Verify invoices from suppliers (local & international) and initiate the payments through online bank transfers
• Process all the employees reimbursements as per their entitlement
• Responsible for majority of the purchases, making sure that we take only the best rate for each requirement
• Coordinate with bank regarding trade finance transactions
• Prepare Statement of Accounts and follow-up payments from clients
• Raise Credit/Debit notes
• Assist the Finance In-charge regarding accounts reconciliation and other ad hoc
• Finance-related duties
• Maintain proper filing of vouchers and attend to the auditor's query during audit season