Hikma Pharmaceuticals PLC Hiring for Executive Assistant Job at Dubai Full Time

Job Purpose

To assist in performing a wide range of activities including handling schedules, calendars, correspondences, and other clerical duties in addition to managing activities related to the business development function to support the Senior Management in driving high-impact projects within the business function.

Office Management:

• Travel arrangements
• Meeting Arrangements
• Visa Arrangements
• Handle petty cash related to office expenses (pay cleaners salary, keep pantry stock, printer stock and office stock up to date)
• IT Inventory
• Weekly IT check and point of contact for IT in Dubai office
• Office stationery (business cards, letter heads, stamps, etc)
• Applying for company docs and updates (tax certificates, incumbency certificates, trade license, establishment card, UBO etc)

Accounting-related Responsibilities:

• Point of contact for invoices
• Compile and follow up on invoices to pay every month
• Reconcile and close accounts every month on SAP
• Cross-charging intercompany accounts
• Budget allocation for Dubai office every 6 months
• Negotiate vendor contracts
• Negotiate lease agreements
• Negotiate hotel corporate rates

HR related Responsibilities:

• Facilitate visa and relocation process
• Issue employee documents (salary certificates, NOC letters, verify reference checks)
• Renewal/issuance of medical insurance and point of contact for Dubai office
• Assist in managing employee records, onboarding new employees, and other human resources responsibilities.
• Interacts in an effective and professional manner with all levels of Company’s personnel

BD Related Responsibilities:

• Works with the business development team to implement business development initiatives.
• Analyzes datasets and prepares dashboards to reach conclusions on direction forward and inform strategy
• Coordinate and contribute to business development operations and plans including preparing briefing material, submissions, operational work plans and reports in presentation format.
• Additional support for other corporate office locations. (Business Scope)
• Conduct research on various topics for the company whether HR related regulations, market intelligence, corporate regulations
• Be the point of contact for various corporate stakeholders for administrative items related to Dubai office (Taxes, Legal, HR, BD, Commercial, Senior Mgmnt, etc)
• Manage external consultants and agencies to add value to the business development function, HR function, legal function, and commercial functions.

Qualifications:

• Minimum: Bachelor degree
• Preferred: Business/Admin/Finance or accounting.
• 5-7 years in multi-function roles