Ассистент финансового отдела

Job Title: Operations / Documents Assistant

Department: Finance Department

Location: Dubai

Summary:

The Operations/Document Assistant will assist with tasks such as the employment process, scheduling, checking, prioritizing tasks and distribution in the finance department and answering emails, answering phone calls and return calls, organizing documents, taking notes, taking notes at meetings and any other administrative tasks.

Duties and Responsibilities:

● Coordinating internal and external meetings: gathering relevant documents, drafting and distributing agendas, taking minutes and managing all logistical aspects of meetings.

● Overseeing the scheduling of company executives.

● Structuring, prioritizing and tracking tasks assigned to company executives.

● Developing and maintaining Excel and Google spreadsheets, as well as assisting in presentations, reports and other documents creation.

● Supporting the organization of meetings, workshops, and other key events by coordinating facilities and catering, disseminating information, booking hotel accommodations, rental cars and flight tickets, managing event logistics.

● Engaging effectively with stakeholders at all levels of the organization.

● Anticipating and addressing the needs of the department’s heads independently.

● Providing transactional support for procurement, expense reporting, timecard management, travel arrangements, distribution lists, employee communications, and liaison activities across the organization.

● Managing correspondence, including emails, memos, and reports on behalf of the CFO.

● Organizing and maintaining files and records in an efficient manner.

● Assisting in the preparation of financial reports and budgets.

● Conducting research to support informed decision-making.

● Maintaining a high level of confidentiality in all work-related matters.

● Planning corporate events outside of the workplace for team-building, fundraising, and staff recognition.

● Preparing internal and external corporate documents for team members and industry partners.

● Collaborating with team members to ensure the organization operates smoothly and efficiently.

● Assisting in transitions, preparing financial statements, completing month-end and year-end closing tasks, budgeting, and other duties assigned by the CFO.

● Ensuring the consistent application of procedures within the agency.

● Supporting the Finance Department with daily accounting functions, including maintaining the payment register and ensuring timely payments.

● Delivering financial information to other departments as needed.

● Acting as a liaison between the CFO and various departments.

● Explaining the organization’s rules, regulations, policies, and procedures to staff and the public.

● Managing and maintaining agency files and records, including insurance, leases, fixed asset inventories, and other agreements.

● Ensuring the accuracy, completeness, and accessibility of data files and systems.

● Upholding the company’s values and policies in all work activities.

● Overseeing CRM operations.

● Managing the documentation processes within the organization, entering information into databases, handling documentation requests, maintaining templates, and performing copying, scanning, and document storage.

● Providing sales and month-end reporting information to the Finance Department to facilitate the preparation of invoices, contracts, and customer applications.

● Verifying and updating documents to ensure their accuracy and compliance.

● Carrying out a variety of administrative duties as needed.

Working Conditions:

● Hours are flexible to accommodate the needs of the agency.

● The work environment is collaborative and dynamic.

● Some local travel may be required on behalf of the CFO.

● The role requires the ability to work effectively under pressure and meet tight deadlines.

● Availability for occasional evening or weekend work may be necessary.

● Consistent internet connectivity and all essential tools to support seamless remote work.

● Adherence to company policies and procedures is expected.

● The position will stay remote until the end of 2024, with no requirement for in-office attendance. In early 2025, when the office becomes operational, the candidate will start working on-site, collaborating with the team five days a week from 10:00 AM to 7:00 PM, including a one-hour lunch break.