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:

  1. Assist the Managing Director
  2. Assist with customer invoicing and receipts recording
  3. Assist with supplier accounting
  4. Assist with the third parties reporting processes
  5. Assist with records organization & filing
  6. 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.

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