Secretary

Job Description

JOB PURPOSE:
• Providing efficient and high quality executive and administrative support service to the GM
• Improving systems and take ownership of work and projects in a proactive and positive manner, recommending solutions as appropriate.
• Providing support and cover for other team members.
• Liaising, communicating and maintaining relationships with internal and external parties, as appropriate, in a highly professional, diplomatic and friendly manner.
• Liaising with suppliers if necessary
• Managing office Management Duties including managing petty cash, liaising with contractors and office suppliers, managing stationary supplies and other office management tasks
• Managing Office Support team including performance management and reviews
• Supervisory responsibility for management of outsourced office cleaner and security staff
• Assisting Heads of Department/Senior Managers with administration where necessary on an ad hoc basis
• Answering phone and filing
• Any other duties delegated by management

KEY RESPONSIBILITIES:
• Organizing meetings for the GM which includes ensuring all material is prepared and documents collated to a high standard, and sent out to participants before meeting
• Diary Management including booking meetings and forward planning on future meetings/actions
• Making travel arrangements including booking flights, hotels, itineraries
• Typing correspondence including meeting requests, email drafts, letters, collating monthly management reports, reports, data analysis and research
• Liaising with external stakeholders/suppliers where necessary
• Ensuring Office Support team liaise with suppliers

Skills

Key Skills, Qualifications and Experience: 
Essential
• 3 years previous experience as an Executive Assistant to General Manager 
• Exceptional MS Office skills including MS Word, Excel and PowerPoint, Outlook 
• Excellent English communication skills 
• Must have excellent, proven administration skills including ability to work with accuracy and attention to detail at all times 
• Ability to exercise confidentiality and discretion and experience of handling sensitive data 
• Excellent organizational skills with the ability to multitask 
• Ability to take initiative in aspects of work and demonstrate a proactive approach using common sense 
• Ability to maintain a calm and positive demeanor in demanding situations and displaying a sensible approach to work 
• Confident, professional, assertive and diplomatic work approach; a positive and energetic team player 
• Ability to work unsupervised and take ownership of projects, as required, to completion 
• Strong work ethic including professional presentation of self and ability to work extended hours when required 
• Currently located within the UAE and able to start work immediately 
• Experience of managing staff 

Preferred 
• University degree 
• Arabic language skills

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