PaxOcean Hiring for Executive Assistant (Dubai) United Arab Emirates, Dubai Job at Dubai Full Time

This position is based in Dubai, for PACC Offshore Services Holdings (POSH), a company under Kuok (Singapore) Limited.

Tasks and Responsibilities:

The Executive Assistant provides administrative support to the Regional Director and serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Regional Director. The Executive Assistant serves as a liaison to the senior management team; organizes and coordinates external relations efforts; and oversees special projects as and when assigned by the Regional Director .

Primary Responsibilities:

1.Administrative Support

• Assists the Regional Director with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings, receiving guests and arranging conference calls.
• Communicates with the general staff on the Regional Director’s behalf and coordinates logistics with high-level meetings both internally and externally.
• Drafts letters, reports, prepares and coordinates oral and written communication.
• Supports the Regional Director in his external commitments, including service on external boards, committees and other groups.

2. Board Liaison

• Serves as the Regional Director’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating semi-annual Board meetings and dinners; semi-annual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests.
• Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the Regional Director’s agenda.

Secondary Responsibilities:

• Provides logistic support for Company events.
• Key Administrative contact – prepares and disseminates correspondence, memos and forms to all departments, including implementing new administrative forms or workflows.
• Working with department representatives to develop and maintain office administrative procedures.
• Performs other duties as assigned.

• Diploma qualification with 6 -8 years proven work experience supporting Executive level.
• Strong interpersonal skills and the ability to build relationships with a broad range of stakeholders including staff, Board members, external stakeholders.
• Ability to work under time pressure independently and with professional discretion.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Excellent time-management and problem-solving skills.
• Language proficiency in English & Arabic.
• Proficiency in MS Word, Outlook, Excel and PowerPoint.
• Willing to travel within the Middle East region.