Senior Personal Assistant - Alam Steel

The Role
Job Description: The Personal Assistant to the CEO and Chairman will provide high-level administrative support to the company's CEO and Chairman. This role requires discretion, attention to detail, the ability to meet tight deadlines, and impeccable organizational skills.

Key Responsibilities:

1. Manage and maintain schedule appointments and travel arrangements.
2. Act as the point of contact between internal/external clients.
3. Verification of documents and cheques prior to management signatures.
4. Handle confidential documents ensuring they remain secure.
5. Prepare and edit correspondence, communications, presentations, and other documents.
6. Manage and organize meetings and events.
7. Record, transcribe, and distribute minutes of meetings.
8. Monitor, screen, respond to, and distribute incoming communications.
9. Liaise with internal staff at all levels.
10. Interact with external clients and stakeholders.
11. Coordinate project-based work.
12. Manage monthly claim expenses.
13. Timely payment of monthly credit cards, utility, and mobile bills.
14. Maintenance of the cars: renewal, fines, services, etc.
15. Managing account balance and online banking transfers.
16. Handle medical insurance claims and appointments.
17. Managing office expense and petty cash.
18. Tenant coordination: tenancy renewal, leasing, property management, maintenance, etc.
19. Managing and coordinating documentation with banks.
20. Organizing electronic and hard copy filing.
21. Coordination and documentation for all administration and lease agreements.
22. Coordination with Accounts team for vendor payment confirmation.
23. Managing office maintenance and vendor coordination.
24. Contract management and timely contracts renewal.
25. HR support as needed: recruiting, onboarding, offer letters, salary certificates, fostering a safe environment, managing employee relations, administering payroll, managing compensation and benefit packages, handling disciplinary needs, ensuring compliance with labor laws and regulations.

Requirements

• Proven experience as a personal assistant or similar role.
• Knowledge of office management systems and procedures.
• Outstanding organizational and time management abilities.
• Ability to multitask and prioritize daily workload.
• Excellent verbal and written communication skills.
• Discretion and confidentiality.
• High School degree; additional qualification as a personal assistant or secretary will be a plus.
• Technical Skills: Proficiency in MS Office and other office productivity tools; familiarity with email scheduling tools; comfortable with fast-paced and varied computer work.
• Personal Attributes: Good communication, organized, efficient, time management, honest, proactive problem solver, attentive to details, flexible and adaptable, professional discretion, high emotional intelligence.

About the Company:
Alam Steel is a leader in the steel distribution industry, maintaining strong relationships with some of the largest contracting and engineering firms in the region. The company has established itself as a key supplier that can deliver high-quality products at competitive prices on time. Alam Steel was founded in Dubai, UAE in 1979 and is headquartered in the Jebel Ali Free Zone.