Personal Assistant

PIPECARE Group [UAE] is looking for an experienced Personal Assistant to join our Team in the Ajman office.

By providing technology and service focused solutions to the international arena of the oil and gas industry, the PipeCare Group of companies has been helping customers ensure the integrity of their pipeline and facility assets for over 20 years.

Position Summary:

The Personal Assistant will be in charge of providing a full range of secretarial and administrative support activities for the Deputy CEO, inclusive of highly confidential and sensitive matters.

Key Responsibilities & Authorities:

1. Handles electronic mails - read, comprehend and sort emails which need immediate attention and response.
2. Sorts emails to coordinate with Deputy CEO; takes dictation if necessary and responds electronically as per his advice.
3. Coordinates and/or reports all office-related issues to Deputy CEO.
4. Delegates tasks/gives instructions to HODs and employees on behalf of the Deputy CEO (via email or verbally).
5. Responsible for maintaining corporate confidentiality.
6. Reports any malfunctions/anomalies and irregular activities to Top Management.
7. Receives/accommodates Deputy CEO’s guests/VIPs and/or visitors at all levels.
8. Drafts general correspondence, hands over for review and makes corrections/revisions accordingly.
9. Handles and screens incoming calls for the Deputy CEO (mobile and land line).
10. Attends incoming internal calls (Deputy CEO's office).
11. Attends and responds to queries of HODs and employees (via internal calls or email).
12. Coordinates HR and Accounts related issues to Deputy CEO such as approvals for air tickets and hotel reservations and other relevant office issues.
13. Handles petty cash fund (Deputy CEO Office) liquidation and monitors daily balance.
14. Keeps the Deputy CEO’s diary schedule - business and personal meetings i.e. medical, bank meetings, etc.
15. Takes/receives instructions from Deputy CEO regarding his personal matters (home, banks, medical and others).
16. Updates files and follows up.
17. Constantly updates database to maintain knowledge of all corporate & personal contacts (all contact information for the Deputy CEO - business & personal).
18. Indexes/arranges files and documents for easy identification and traceability.
19. Arranges travel plans for Deputy CEO (air ticket and hotel reservations and arrangement of meeting schedules abroad; delegates this task if necessary).
20. Attends internal meetings; records Minutes of the Meeting, transcribes and submits for review.

Skills/Experience:

1. Bachelor Degree graduate (would always be considered as added value).
2. +5 years’ experience working with senior management level.
3. Proficient in using MS Office applications.
4. Holds traits/skills of data and info confidentiality and privacy.
5. Experience in working with different cultures.

Physical and Mental Requirements:

1. Lifting and Carrying: Ability to lift and carry up to 50 pounds.
2. Mobility: Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells.
3. Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively.
4. Focus and Multitasking: Ability to maintain focus and multitask effectively.
5. Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments.
6. Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary.

About PIPECARE Group:

PIPECARE Group offers comprehensive In-Line Inspection Services to identify and size pipeline threats. Utilizing advanced technologies such as Magnetic Flux Leakage, Transverse Field Inspection, Ultrasound, and specialized tools, PIPECARE ensures precise detection and assessment of various pipeline anomalies.

Equal Opportunity Employer: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.