Emarat
The ideal candidate will provide professional secretarial and administrative assistance and support to the Director with the objective of ensuring efficient and effective operations within the Director’s office.
Key Accountabilities/Responsibilities
Provides a professional private secretarial service for Director, routing callers and correspondence as necessary and takes initiative in drafting and finalizing replies where appropriate to ensure that all matters are dealt with efficiently and appropriately.
Monitors correspondence, including highly confidential information, assesses information/communication received and submits relevant info to the Director, prioritizes according to importance/urgency on each subject.
Makes arrangements for meetings, including booking venue, ensuring all participants are aware of timing, adequate supplies of stationery are available, receives visitors in a welcoming and efficient manner and may attend meeting as minutes secretary if required
Follows-up outstanding responses to requests from the Director to Departmental staff, ensuring deadlines are adhered to
Provides time management/diary service for the Director to ensure effective use of time and attendance at all meetings at the appointed times
Makes travel arrangements in a time-effective way, including arranging complex itineraries/venues visa, etc, ensuring most effective use of the Director’s time
Establishes and maintains records and filing systems, replenishes stationery and arranges for the efficient operation of office equipment to ensure the office can function effectively.
Observes and applies strict levels of confidentiality and discretion in all matters related to work performance and in providing services for the administration of personal affairs.
Qualifications/Requirements
Knowledge of office administration
Diploma from a recognized secretarial college
A minimum of 6 years experience in a similar role
Competent keyboard skills / IT literate
Communication skills and confident telephone manner
Team player and personable
Adaptable and flexible
Shows initiative