About the job
Provides a complete secretarial service for the assigned manager or department; routing callers and correspondence as necessary and assisting in drafting and finalising replies where appropriate to ensure that all matters are dealt with efficiently and effectively
Handles incoming and outgoing departmental mail postal and courier – and maintains appropriate logs.
Makes travel arrangements in a time-effective way, including visa, booking itineraries, venues for meetings, hotels, rent a car, etc.
Observes confidentiality procedures and registers and tracks documentation to ensure appropriate level of security and control.
Provides a time management/diary service for the manager to ensure he is able to attend all key meetings according to planned schedule and assists in optimising his use of time
Establishes and maintains records and filing systems
Checks and verifies billing statements in respect of travel and related arrangements made and makes sure that the claims are getting paid on time
Apply and monitor all leave applications through Oracle
Manage client invoicing for timely submissions of reports and that everything is paid on time
Makes all necessary arrangements for the holding of internal committee meetings and attends, if required, as secretary to record proceedings
Monitors effectiveness of office administrative processes and recommends improvements where needed
Performs other related duties or related assignments as directed
Assisting with documents (converting, formatting, printing and scanning).
Registering for important conferences and seminars staff are requested to attend.
Assisting Business Development Team based in the Head Office when they visit Dubai Office.
Coordinating with other secretaries when employees from different departments are traveling together.
Covering and taking responsibilities from Secretaries son Leave.
QUALIFICATIONS, EXPERIENCE, & SKILLS:
Completion of Secondary School with a secretarial certification.
Bachelors Degree is highly preferred.
4-5 years as Secretary/Administrative Assistant.
Good knowledge of Microsoft Office Word, Excel, PowerPoint – and other computer applications; Good knowledge of English
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