Administrative Officer Dubai
Administrative Assistant to perform administrative and clerical tasks. Duties include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.
• Answer and direct phone calls
• Write and distribute email, correspondence memos, letters, faxes and forms
• Maintain contact lists, Plan meetings
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Proven experience as an administrative assistant or office admin assistant
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Excellent written and verbal communication skills
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
Admin Manager Dubai
ITE EURASIAN EXHIBITIONS FZ LLC
Job description: Job details
To provide administrative support to the entire team and to act as the communication link between the London team and its clients / service providers to ensure an accurate and efficient running of the ;
KEY ACCOUNTABILITIES / RESULTS AREAS:
Contract and invoice administration
Adding companies in to CRM and creating Orders once London sends contracts
Process and follow up each ;
Checking floor plan against the contracts to make sure allocated space sqm and type are the ;
Set up template letters for invoicing, payment chasing, cancellations ;
Follow up each invoice sent out, check that the client has received the invoice and confirm the payment procedures from the individual ;
E-mail invoice with welcome letter explaining all necessary basic proceedings and deadlines ( marketing, technical, travel and freight, etc info and deadlines)
Keep on top of all collections and chase any late ;
Create or use London's template (depending on the show) an up-to-date spreadsheet containing the clients' contacts, contract, financial, and orders coming through marketing ;
Prepare Event set-up forms for each show and make sure they are approved and signed off if ;
CRM event set up if necessary
To provide whatever administrative support is necessary to ensure the smooth running of the ;
Deal with queries from contracted clients & agents, London office, ;
Liaise with technical department and send regular exhibitor lists to ITE suppliers (ie; Official Corporate Travel, Freight Agent and Stand Contractor) and build a good and trusting ;
Providing London Account with floor plan audit templates by set deadlines
Communicate any criticism or feedback from exhibitors to management
Send out Marketing/Exhibitor Manual, in consultation with ITE London office, with show information, forms to be returned as well as promoting other services such as advertising and ;
Provide international clients with basic knowledge of the ;
Collate all advertisements and company descriptions to be entered into the official show ;
Admin assistant Dubai
The ideal candidate will be experienced in handling a wide range of administrative support tasks. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and projects
Duties and Responsibilities Administration
General office management (answer all incoming office calls, stationary ordering, and contract follow-up, contacting suppliers for office requirements/repairs, fax/mail distribution, post office duties, ordering of supplies for meetings and office, maintenance of overall office environment).
General administrative activities supporting cross functional teams.
Support Axios UAE with travel and accommodation logistics, laptop management, visa documentation etc.
Event Management e.g. annual strategy meeting, book lunches, dinners and client entertainment.
Book, and set up meeting rooms to include tea, coffees and water.
Organize meeting room ensuring projector screens, white boards, markers are all included.
Support regional offices as required across MENA.
Local travel throughout Dubai as required
Additional duties as required.
Dealing with creditors, payment and reconciliation.
Experience in bookkeeping.
Management of cheque tracker.
Management of petty cash expenses and monthly petty cash book-keeping, working with Finance Manager.
Maintenance and responsibility for filing and record keeping for vendors and office expenses and bank records.
Responsible for the coding of invoices/expenses and Harvest inputs.
Generation of specific reports and administrative tasks as required by the Finance Manager
Participate in the development and implementation of new standard operating procedures.
Assisting in a variety of projects to improve and develop the financial reporting process.
Additional duties as required.
Assist HR Manager as required including the scheduling of local interviews for MENA Director and Global Head of Consulting.
Book meeting rooms accordingly for the interviews.
Support HR Head Office in contacting, following up with local candidates as required.
Confidential filing and management of local staff files and visas.
Additional duties as required.
Close working relationship with the UAE team and HQ.
Communication with external parties
Special Skills and Knowledge
Fluency in written and spoken English.
Well organized with numeracy and analytical skills.
Attention to detail with methodical thinking.
Strong communication and writing skills.
Flexible and pro-active attitude.
Strong competency in Excel, PowerPoint and the full MS Office Suite
Concern for order and quality.
Application of job knowledge.
Knowledge and information Management.
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What will it be like to work for this Hilton Worldwide Brand?
One of the most recognized names in the industry, Hilton Hotels & Resorts offers travelers a world of authentic experiences. Hilton remains an innovative, forward-thinking hospitality leader by offering best-in-class products, services and amenities to ensure that every guest feels cared for, valued and respected. From inaugural balls and international award galas to business events and personal moments, Hilton is where the world makes history, closes the deal, toasts special occasions and gets away from it all.
If you understand the importance of upholding a brand's reputation and what it takes to provide a globally recognized hospitality experience, you may be just the person we are looking for to work as a Team Member with Hilton Hotels & Resorts.