Emirates College of Technology
Executive Secretary Jobs in UAE
Devise and maintaining office systems
Reserve rooms and conference facilities
Attend meetings, taking minutes and keeping notes
Liaise with staff in other departments and with external contacts
Order and maintaining office stationery and equipment supplies
Liaise with colleagues and external contacts to book travel and accommodation/ conference preparation
keeping diaries, arranging meetings/appointments and organizing travel for staff
Photocopy and printing various documents, sometimes on behalf of other colleagues
Arrange both in-house and external events
Provide all the paper work related to the assigned tasks as well as on the directions of head of assigned office
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Provide secretarial and administrative support to management and other staff
Make travel, accommodation and other arrangements
Coordinate the maintenance and arrangement of office equipment
Ensure that the office activities meet health and safety standards
Spot and notify any safety hazard to the concerned officer
Create and maintain filing systems for departmental documents
Organize and store paperwork, documents and computer-based information
Use computer software to prepare invoices and financial statements
Prepare, verify, and process invoices for sales or services rendered
Enter data on invoices; ensure proper coding on documents
Post customer payments by recording cash, checks, and credit card transactions and entering them into the accounting software
Prepare/update the invoice follow-up sheet
Prepare payment request for approval and payment
Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
Prepare accurate bank reconciliations and deposits
Assist with financial reports as required
Protect the organization’s value by maintaining the confidentiality of information and documents
Assist with telephone coverage and cover reception duties during the staff absences
Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate departments or staff members
Letter writing, dealing with telephone and email inquiries
Bilingual (English & Arabic)
Knowledge in business principles, business administration
Proficient use of relevant software applications – Word, Excel, PowerPoint, etc.
Good communications skills, both written and verbal
Attention to detail
Good organizational skills
Time management
Interpersonal skills
Customer-service orientation
Self-motivation
Ability to work under pressure