Personal Assistant / Travel Coordinator

Dubai, United Arab Emirates Full Time, Permanent
Kindly send all applications to [email protected] with the
subject title "AR065_Personal Assistant/ Travel Coordinator"
Position Description
Job Title: Personal Assistant / Travel Coordinator
Reporting Into: CEO-MEA
Direct Reports: As assigned
Location: Dubai, UAE
Job Objective:
The Personal Assistant will provide high-level administrative support to the
MEA CEO and coordinate all travel bookings related to the company's travel
requirements.
Key Responsibilities:
General PA responsibilities
* Provides high-level administrative support and assistance to the CEO.
* Act as the point of contact for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
* Performs clerical and administrative tasks including drafting letters, memos, presentations, reports, and other documents.
* Schedules and attends meetings on behalf of the CEO, taking notes and recording minutes.
* Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
* Partner with various departments, ensuring communication flow, and adherence to office policies as required by the business.
* Coordinate with facilities management to ensure maintenance and upkeep of the office and workspace.
* Collaborate with the QHSE department ensuring the safety requirements are maintained for office premises.
* Arranging staff parties and work functions.
* Performs other related duties as assigned.
Travel Coordination Requirements:
* Support operations and office-based staff by coordinating all travel bookings.
* Serve as a general resource and point of contact for travel-related issues and concerns.
* Research, negotiate, and secure company rates with airlines, hotels, and travel agencies.
* Act to ensure safe and efficient travel in accordance with the company's policy and guidelines.
* Receive and respond promptly to incoming travel requests on behalf of the company.
* Work in conjunction with Accounts to ensure accurate, complete, and timely processing of travel requests and travel expense reports.
* Liaise with HR for any document requirements for visa applications.
Required Skills:
* Excellent verbal and written communication and organizational skills, and attention to detail.
* Excellent time management skills with a proven ability to meet deadlines.
* Ability to function well in a high-paced and at times stressful environment.
* Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
* Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
* Ability to handle confidential information in a professional manner.
Education and Experience:
* High school diploma required, Bachelor's degree in Business Administration or related field preferred.
* At least four years of experience in an administrative role or two years as a PA/Travel Coordinator.