Urgent Job Vacancies in Dubai


Personal Assistant

Full Job Description


  • Diary Management:
  • Taking responsibility for the smooth running and successful delivery of meetings and other events including attendees. papers, logistics (e.g. travel, video conferencing, other technical requirements)
  • Acting as a “gatekeeper” – ensuring that their diary is an accurate reflection of commitments that they intend and are able to meet
  • Anticipating and proactively resolving issues in advance e.g. conflicting meetings
  • Thinking ahead, informing others of changes to schedule e.g. meetings running late
  • Organising client dinners/entertainment and in-house lunches
  • Travel:
  • Responsible for organising all necessary hotel and travel arrangements (international and domestic) as required, including foreign currencies, hotels etc.
  • Having regard for other meetings, time zones, transfer times etc.
  • Responsible for accurately preparing travel itineraries which include contact details, key addresses etc. and any relevant documents
  • PC Skills:
  • Accurately typing/amending a range of documents that comply with Corporate guidelines to a consistently high standard
  • Composing routine correspondence where appropriate
  • Undertaking research as instructed and required
  • Communication:
  • Answering the telephone in a professional manner, taking accurate telephone messages and dealing with them in an appropriate and timely manner
  • Managing voice-mail messages, providing a summary of calls and, if appropriate, liaising with colleagues in their absence
  • Managing e-mail communication – flagging urgent requests and following up as necessary
  • Ensuring that both internal and external mail is dealt with promptly, with prioritisation of incoming papers and requests as appropriate and prompt distribution
  • Screening telephone calls. Ensuring that all calls and oral communications are appropriately recorded and dealt with without delay.
  • Through regular contact, building good working relationships with secretaries and clients, industry and senior management in other organisations, and Rothschild offices
  • Teamwork:
  • Working closely with the other secretaries within the division to provide cover and assistance where necessary, including lunchtime cover
  • Informing others of your whereabouts and for how long you will be away from your desk
  • Administration:
  • Reconciling expenses and claims promptly and accurately
  • Collating information for client invoices as requested
  • Maintaining an up-to-date filing system, ensuring easy retrieval of information and archiving of files as and when needed
  • Informing HR of absence (holiday, sickness, paternity and parental leave) including secretarial colleagues
  • Other:
  • Providing assistance with personal admin. (principally desk-based)
  • Any other duties that are within the employee’s skills and abilities whenever reasonably instructed
  • Undertaking specific projects as requested

Experience, Skills And Competencies Required

  • Advanced knowledge of Outlook
  • Advanced knowledge of Microsoft Word, PowerPoint and Excel
  • Excellent interpersonal skills – to communicate clearly and effectively at all levels within the Bank globally and externally
  • Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken
  • Ability to manage several projects simultaneously, whilst achieving consistently high standards of accuracy, detail and deadlines
  • Proactive attitude with the ability to act with good judgement and common sense on a day-to-day basis regarding assigned and ad hoc duties
  • Self-motivated, highly productive, reliable with a flexible attitude
  • Service orientated – both to internal clients (bankers) and our external clients.
  • Ability to work with limited direction and develop a thorough knowledge of the organisation

To apply for this job please visit ae.indeed.com.

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