2025RS10 - Executive & Finance Assistant
CCI France UAE is looking for an Executive & Finance Assistant.
CCI France UAE, located on Oud Metha Road, is seeking an Executive & Finance Assistant to join its Support Services team. Reporting directly to the Managing Director and the CFO, this permanent, full-time position offers the opportunity to actively contribute to the administrative and financial management of the organization. This strategic role will ensure high-quality operational support while participating in the smooth running of daily activities.
OVERALL PURPOSE OF THE ROLE:
- Assist the Managing Director
- Assist with customer invoicing and receipts recording
- Assist with supplier accounting
- Assist with the third parties reporting processes
- Assist with records organization & filing
- Other general support as needed
1- Assist the Managing Director
- Manage the MD fluctuating schedules
- Manage phone calls and emails directed to the MD, filter phone calls efficiently
- Manage MD’s expense reports and track expenses
- Organize meetings and manage attendees (Board meetings, CEO Clubs, etc.)
- Draft and format documents/PowerPoint presentations
- Record minutes
- Organize MD’s travel within the UAE and internationally
- Assist with the organization and coordination of various internal and external events (seminars, team building, general assembly, etc.)
- Assist with VIP communication and invitations
2- Customer invoicing & receipts recording
- Prepare monthly all the documents required to invoice office rentals
- telephone and conference call costs records
- photocopies/printing records
- post & couriers records
- contractual elements relevant to the period invoiced
- Prepare office rental invoice drafts on a quarterly basis for review and validation by the finance manager. Send invoices to customers and ensure queries follow-up if any
- Assist with cases of refunds
- Manage online payment requests, issue corresponding invoices, record payments received, etc.
- Issue receipts via CRM as required
- File accounting documents (invoices, check deposits, payment receipts etc.)
- Assist the team with ad-hoc invoices as needed
- Record payment receipts in CRM and if relevant in petty cash book
- Preparation of cheque deposit slips and support with bank deposits, if any
- Monthly downloading & filing of official accounting FX rate from Central Bank website
3- Supplier accounting
- Assist with supplier invoices and team expenses claim accounting
- Assist with weekly preparation of supplier payments & co-ordinate payment authorizations
- Assist with supplier payments accounting
4- Assist with the third parties reporting processes
- Co-ordinate the gathering of all documents related to annual licence renewal, POAs, Insurances.
- Prepare all documents required for the completion of the annual CCIFI reporting
- Assist with the completion of vendor registration forms / supplier registration forms when needed
- Assist with VAT declarations
5- Assist with records organization & filing
- Ensure that all accounting supporting documents including contracts are properly organized and filled in in a timely manner and that the validity of each document is monitored
- Liaise with the Abu Dhabi office for all required documents
- Manage the archiving of accounting and administrative files on SharePoint
6- Other general support as needed
- Assist with the employee annual leave process and manage the recording and tracking of the team leaves requests
- During financial audit, assist with gathering the required information to answer the auditors' queries
- Assist with the animation of the CFO working groups
- Assist with maintenance and required additions to finance procedures documentation
- Replace the office administrator when required
Profile:
- Extremely well-organized
- Autonomous with strong self-drive
- Highly detailed oriented with good numeracy skills
- Strong time management skills with ability to work well under pressure
- Demonstrated ability to handle sensitive information with confidentiality and discretion
- Enthusiastic and dynamic with team spirit and “can-do” attitude
- Autonomous with demonstrated adaptability to multitasking/varying levels of workload
- Good interpersonal skills with professional attitude
- Good English (verbal and writing), French fluency is not mandatory but an advantage
- Good understanding of computer software (Microsoft office and CRM software)
- Proven experience as an accounting assistant, back-office assistant or personal assistant or in another relevant administrative role is an advantage
Interested candidates, please apply online. Only shortlisted candidates will be notified.
