Executive PA & Office Manager at Vertiv

What can you expect?

• This is an office-based role with occasional off-site support for external events. The job holder provides general office support with a variety of clerical activities and related tasks. The Executive PA & Office Manager will be responsible for answering and directing incoming calls, mail distribution, the flow of correspondence, requisition of supplies and office-related items as well as additional clerical duties. Other responsibilities include making travel, meeting arrangements, and supporting the Managing Director and Functional Directors as needed.

What will your average day look like?

• Administrative support to MD & Functional Directors including presentation preparation, travel arrangements, visa;
• Diary management for MD only;
• Acting as bridge between management and employee relations by addressing demands, grievances and other issues;
• First point of contact for stakeholder / employee requests;
• Dealing with phone and email inquiries and forwarding them to the correct person where necessary;
• Welcome guests, visitors, and students of training events and ensure required attention is provided;
• Responsible for ordering food for meetings/trainings/events;
• Providing support for Marketing team such as DCN / Channel events as well as logistics support for company events if necessary;
• Maintaining and updating employees’ electronic files and records;
• Onboarding Support: Prepare new hire work environment – desk preparation in collaboration with IT team (IT hardware), arrange door access, car parking and building access, phone/sim card contracts, new hire forms etc.;
• Tracking, cross-checking expenses and receipts related to employees’ sponsoring their dependents school fees, housing allowance etc.;
• Ordering & editing the templates for employees’ Business Cards;
• Managing employees’ car parking access; activation/deactivation/swapping & allocating to another employee;
• Providing payroll support as required;
• Hotel/Accommodation/Transportation and flight booking as requested for employees who cannot use self- service or for all external visits as required;
• Negotiate hotel contract agreements and pricing;
• Negotiate with local vendors and suppliers;
• Supporting Accounts with Creation of new vendor or supplier on DataZen;
• Processing invoices in a timely manner e.g., monthly office utility bills;
• Manage all office-related matters such as office stock / kitchen supply/stationery, maintenance, meeting room booking, arrangements for meetings, training sessions, or events;
• Supervise the office helper to ensure the office is tidy and well organized;
• Key point of contact for the building management of Vertiv SA Office (access cards request, cleaning agreements, other to ensure compliance with all rules and regulations;
• Send/Receive all shipments/deliveries from DHL/Aramex/Post Office and distribute to respective parties;
• Responsible for the management of all contracts related to the office operations (Kanoo Travel Agency, Building Management for AMC, Office Cleaner, etc.,);
• Responsible for the office compliance with all EHS rules and regulations (First Aid, Fire Marshal, Evacuation Plan etc.,);
• Any other official tasks as assigned by the MD & Functional Directors.

What do we need from you?

• Bachelor’s Degree in administration preferable but not requirement;
• 5 years’ experience in similar role;
• Oracle suite knowledge advantageous;
• Excellent written and verbal English skills;
• Excellent Microsoft Office skills – Excel and PowerPoint essential;
• Attention to detail;
• Ability to work independently and with minimum supervision;
• Innovative, creative and solution focus.