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Executive Assistant

Company Name: United Parcel Service of America, Inc
Employment Type:Full Time
Location: UAE
Experience: 2-5 years
Degree: Bachelor
Nationality: Any
No. Of Vacancies:1
Job Description:
Job Summary
This position performs general administrative responsibilities including preparation of reports using various software packages, compilation of information from various sources, and handling small scale projects. He/She performs general office duties that may include word processing, data entry, auditing documents, answering phones, distributing mail, reserving conference rooms, coordinating meetings and other duties. as assigned. This position may deal with confidential material on a regular basis.

Job Roles and Responsibilities
Assistant to Management Staff at UPS – Administrative Duties
Aid and assist the Management Staff members in calendar and meeting setups, travel management, vacation planning, birthday reminders and celebrations, years of service tracking, etc.
Perform any supporting tasks that require follow up and provide information within strict timelines
Reporting management
Management Staff Coordination – Invoicing and Meeting Setups
Coordination and processing of Purchase Orders (POs) and other invoices after obtaining relevant authorized signatures
Organizing and coordinating meetings, arranging meeting areas, bookings, and developing agendas
Event Management
Coordinating and arranging for guest invitations, itineraries, accommodation, and another other travel and event support required
Manage negotiations for external events and maintaining the security logs and registrations
Coordinating and aiding Management members in Visa applications, arranging travel such as taxi / car bookings and hotel accommodation for Guests
Vendor management and/or set up of new vendor forms and handling of invoices
Generating appreciation letters as needed and on-time coordination for guest/helpers
Logistical Support Activities
Ordering, maintaining, and tracking office supplies from registered vendors such as Staples (Oracle)
Other logistical support such as arranging lunches, guest invitations etc.

Job Specific Competencies
Plans and completes work with thoroughness, giving attention to specific information, and individual details, conditions, necessary record keeping, and elements of that work.
Captures/documents specific and accurate information; learns subjects thoroughly and in detail; completes work with thoroughness; supplies appropriate details when requested; maintains organized files.
Recalls specific, accurate information about events or conversation
Maintains documentation that support the completion of work and retention of details/decisions.
Demonstrates a working knowledge of techniques for soliciting and gathering information; identifies appropriate sources of information.
Proficient in Microsoft Word, Excel, PowerPoint, and other necessary tools to aid in job completion

General Requirements: Education
Bachelor’s Degree – Preferred

Employee Type: Permanent

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