Administrative Assistant / Personal Assistant

Administrative Assistant
Posted 1 month ago

Location: Abu Dhabi, UAE
Contract Type: Full Time
Duration: Unlimited

Belpro Digital is headquartered in Abu Dhabi, with clients in UAE, KSA, France, USA and Spain. We are a leading digital agency specializing in Websites and Mobile Applications, Enterprise Resource Systems, Digital Marketing working with known brands. We are now expanding our team and looking to hire experienced professionals. The candidate will be situated in our Abu Dhabi office to handle and execute all Administrative tasks. Below are the job description, responsibilities, skills, and requirements.

Job Description:

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule meetings and appointments
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Order office supplies
  • Submit and reconcile expense reports
  • Provide general support to visitors
  • Provide information by answering questions and requests
  • Take dictation
  • Research and create presentations
  • Generate reports
  • Handle multiple projects
  • Prepare and monitor invoices
  • Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
  • Contribute to team effort by accomplishing related results as needed
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Book conference calls, rooms, meetings, etc.  
  • Maintain computer and manual filing systems
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings
  • Coordinate office procedures
  • Reply to email, telephone or face to face enquiries
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems
  • Receive, sort and distribute the mail
  • Maintain up-to-date employee holiday records

Skills:

  • Reporting Skills
  • Administrative Writing Skills
  • Microsoft Office Skills
  • Analysis
  • Professionalism
  • Problem Solving
  • Supply Management
  • Inventory Control
  • Verbal Communication
  • Office Administration Procedures
  • Typing Skills
  • Attention to Detail
  • Accuracy
  • Multitask
  • Telephone Skills
  • Teamwork
  • Discretion and Judgment
  • Patience

Requirements:

  • Proven admin or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multitask and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office, Google Suite tools
  • High school diploma or equivalent; college degree preferred
  • Experience in Quickbooks Online, CRM, ERP systems preferred
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Job Features

Job CategoryAdmin
LocationAbu Dhabi
Contract TypeFull Time
DurationUnlimited

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