Personal Assistant

About E.construct

• Accounting & Procurement Support

• Coordinate with the Accounts and Procurement teams to ensure timely processing of Accounts Payable (A/P) documents and related financial transactions
• Follow up with customers to ensure invoices are paid within agreed payment terms, proactively managing collections and communicating payment updates with vendors
• Maintain accurate records of purchase orders (POs), tracking their status and collaborating with procurement and finance to ensure seamless operations
• Prepare detailed expense reports, process reimbursements, and manage petty cash transactions with accuracy
• Handle license renewals and ensure all government-related registrations, including DM (Dubai Municipality), are completed on time

• Administrative & HR Coordination

• Act as a liaison between HR, Finance, and Administration teams to facilitate the smooth onboarding of relocated employees in the UAE
• Ensure efficient daily operations by coordinating with various departments and addressing administrative needs
• Handle confidential information with discretion, maintaining compliance with company privacy policies

• Personal Assistance & Executive Support

• Manage the VP of Accounting and Directors' schedules, coordinating meetings and handling key documentation
• Prioritize tasks and documents for executive review, ensuring efficiency in workflow
• Organize, structure, and maintain sensitive documents, tracking workflows to identify and address bottlenecks
• Oversee visa-related processes via government online services, ensuring compliance with UAE regulations
• Draft, edit, and proofread documents, reports, and presentations as required

Qualifications

• Task/goal oriented and posses get it done attitude
• Associate’s degree in accounting, Finance, Business Administration, or related field preferred
• Proven experience in an accounting role or administrative support position from 5-8 years
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook) and accounting software (e.g., NetSuite ERP)
• Basic understanding of accounting principles and financial transactions, preferably in UAE
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize responsibilities in a fast-paced environment
• Strong written and verbal communication skills
• Professionalism and discretion in handling confidential information
• Ability to work independently and take initiative
• Previous experience in a Legal Firm is required