2025RS10 - Executive & Finance Assistant

CCI France UAE is looking for 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.

Position: Executive & Finance Assistant

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

• 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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