UAE Advise

A well-known and well-reputed Company based in Dubai, United Arab Emirates is looking for an experienced, skilled, competent, mature, qualified, creative, and intelligent candidate with significant knowledge and relevant working experience for the position of “Executive Assistant”.

Job Title           :  Executive Assistant

Department     : Administration

Reports to        : CEO/COO 

ABOUT THE COMPANY:

First Response Healthcare LLC (FRH) is a JCI-Accredited Home Healthcare Organization headquartered in Dubai, UAE. FRH is one of the fastest growing organization and a leader in providing on-site healthcare services in Dubai. FRH has earned the trust of thousands of patients, clients and partners with its personalized care, quality treatment and a sincere commitment to the overall well-being of its patients and all stake holders. Our portfolio includes services for Doctor-On-Call, PCR, Home Healthcare, Ambulance, and Clinics across Dubai.

First Response Healthcare offers progressive and engaging work environment inspiring employees to bring out the best of their talent. The robust and rewarding company culture recognizes every single employee when they exceed expectations or go above and beyond. Encourage employees to celebrate each other with peer-to-peer recognition initiatives and through regular performance appraisals.

If you are looking for an opportunity to work with one of the region’s most premium healthcare groups, renowned for the quality of its services, its ethical practice of healthcare and an open and dynamic corporate culture, we would be delighted to hear from you.

JOB SUMMARY:

Enhances effectiveness by providing administrative support including but not limited to managing the CEO/COO’s calendar, correspondence and other written or electronic communication, and scheduling travel. This person needs to be a master multi-tasker with excellent communication skills and an upbeat attitude. To be successful, this person should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. This individual must have an excellent written and oral communication skills to successfully interact at all levels internally and externally including executive and customer facing.

ESSENTIAL DUTIES & RESPONSIBILITIES:

·      Manages and maintains extremely active calendars; schedules meetings, conferences, and appointments; manages conflicts and adjusts to changes in a fast-paced environment

·      Organizes meetings, conferences, workshops, training programs and special events; includes all facets of meeting planning, research, and negotiations for off-site locations; hotel rooms, catering, flights and ground transportation; preparing materials and presentations; coordinating activities and agenda/meeting notices; IT and AV support; and compiling documents for travel related meetings

·      Serves as the primary contact for internal and external customers, while exercising good judgement and discretion in a wide variety of situations; provides “gatekeeper” and “get-a-way” role to maximize the Leaders’ time

·      Prepare and edit correspondence, communications, presentations and other documents for dissemination and meetings

·      Assist in arranging and coordinating meetings, ensuring that all necessary information and refreshments are available, as needed

·      Welcome guests and clients by greeting them, in person or via telephone; answering or directing inquiries to the appropriate team members

·      Maintain and monitor the CEO/COO’s calendar, including coordinating with internal and external parties to schedule meetings and updating the CEO/COO’s contacts list

·      Collaborate with top management on projects and deadlines, delegate projects amongst departments, and oversee productivity to ensure deadlines are met

·      Assists in completing critical aspects of deliverables with a hands-on and multi-tasking approach, including preparing reports, spreadsheets, presentations, and correspondence.

·      Arrange passports and visas for the C-suite or Leadership team

• Prepare and process expense reports and expense reimbursements
• Work as a liaison between all departments

·      Perform general office administration duties including but not limited to management of front desk and phones; maintenance of conference room calendar; filing; departmental mail distribution; contact for courier/freight requests; ordering office and project supplies and assisting with special projects.

·      Handling routine correspondence and inquiries.

·      Proofreading all type of documents. Documenting control and record keeping.

·      Conducting research on related subjects and assisting in special projects as assigned.

·      Maintain standards of strict confidentiality with respect to all matters and documents

JOB SKILLS & QUALIFICATIONS:

·      Bachelor’s degree or equivalent experience

·      3+ years of experience as an executive assistant to C-level executive

·      Good command on Microsoft office (MS Excel, MS Word and Powerpoint)

·      Confirmed ability to maintain high level of confidentiality, integrity, discretion and judgement

·      Excellent calendar management skills, including coordination of complex internal and external executive meetings

·      Excellent written and oral communication skills

·      Must be willing to monitor, and promptly respond to, communications off-hours

·      Positive attitude with willingness to assist on tasks as needed 

·      Responsible and diligent – willing to take ownership of tasks and see-through completion

·      Well-organized, detail-oriented, ability to multi-task with great follow-up skills

·      Must be able to handle multiple tasks and able to work in a fast-paced environment

·      Willing to travel as per business need both locally and internationally

COMPENSATION & REWARDS:

·      Compensations is one of the best in the industry

·      Attractive Incentive plans and reward programs

·      Robust evaluation metrices to plan a career growth for the employees

·      Annual Performance based bonus

·      Fastest career growth for the performers

·      Multiple training programs for skill upgrade of an employee

·      Employee Stock Ownership Plan (ESOP) for deserving team members

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