Manager - Personal Assistant

Responsibilities

• Accounting & Procurement Support

  • Coordinate between Accounts and Procurement teams to ensure timely processing of Accounts Payable (A/P) documents and financial transactions.
  • Follow up with customers to ensure invoices are paid within agreed terms, managing collections and communicating payment updates with vendors.
  • Maintain records of purchase orders (POs), track their status, and collaborate with teams to ensure smooth operations.
  • Prepare detailed expense reports, process reimbursements, and manage petty cash transactions accurately.
  • Handle license renewals and government-related registrations (incl. Dubai Municipality), ensuring completion on time.

• Administrative & HR Coordination

  • Act as liaison between HR, Finance, and Administration for onboarding 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, coordinate meetings, and handle key documentation.
  • Prioritize tasks and documents for executive review to ensure workflow efficiency.
  • Organize, structure, and maintain sensitive documents, tracking workflows to address and resolve bottlenecks.
  • Oversee visa-related processes via government online services, ensuring compliance with UAE regulations.
  • Draft, edit, and proofread documents, reports, and presentations as needed.

Requirements

• Task/goal oriented, "get it done" attitude
• Associate’s degree in Accounting, Finance, Business Administration, or related field (preferred)
• Proven experience in an accounting or administrative support role
• 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 in a fast-paced environment
• Strong written and verbal communication skills
• Professionalism and discretion with confidential information
• Ability to work independently and demonstrate initiative
• Previous experience in a legal firm is required

About the Company

e.construct is a global engineering firm specializing in providing elegant engineering solutions for complex challenges. With 7 offices worldwide, e.construct brings together exceptional engineers from diverse disciplines in a holistic, collaborative environment. The firm’s portfolio includes bridges, high-rises, commercial facilities, precast concrete engineering, post-tensioning design, and advanced construction technologies such as 3D printing and laser scanning. Their divisions include structural, MEP, geotechnical, and construction technology, all focused on delivering high value and performance.