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Purpose

To organize and maintain member of executive management schedule and perform a variety of administrative and clerical tasks. 

Job Responsibilities

• To welcome guests and direct them to the appropriate person.
• To maintain Direct Manager agenda by scheduling appointments, board meetings, conferences etc…
• To book and attend meetings to prepare/distribute meeting minutes.
• To receive and screen phone calls and redirect them when appropriate.
• To handle and prioritize all outgoing and incoming correspondence such as e-mail, letters, packages etc…
• Make travel arrangements for the Direct Manager.
• To prepare payment invoices, reports, memos, letters and other documents using MS office.
• To sort, classify, file and retrieve information, according to content, purpose, user criteria, or numerical order.
• To scan documents and print files, when needed.
• To Prepare and edit minutes of meetings related to its department, and that by using the QMS approved form of “Minutes of Meeting”
• To follow-up on the execution of the instructions included in the minutes of meetings according to the time schedule
• To maintain confidentiality of all documents and information.
• To perform any other work related tasks as assigned by Direct Manager. 

Job Details

Preferred Candidate

• Manage calendar, scheduling meetings and coordinating travel arrangements.
• Prepare and organize documents, presentations, and reports for meetings.
• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Draft, review, and respond to correspondence on behalf of the CEO.
• Assist in the planning and execution of company events and board meetings.
• Conduct research and prepare briefing materials as needed.
• Track and follow up on action items and deadlines from meetings.
• Maintain filing systems and ensure all documents are organized and accessible.
• Handle confidential information with the utmost discretion.

Job Details

Preferred Candidate

ملخص الوظيفة

نبحث عن سكرتير خاص يتمتع بالسرية والكفاءة العالية لدعم الإدارة العليا في أداء المهام اليومية. سيكون المرشح مسؤولاً عن تنسيق الاجتماعات، إدارة المراسلات، تنظيم الملفات، وتوفير الدعم الإداري اللازم لضمان سير العمل بسلاسة وكفاءة.

المسؤوليات الرئيسية

1. إدارة الجدول الزمني:

• تنظيم جداول الأعمال والمواعيد.
• تحديد وتنظيم الاجتماعات والمقابلات مع الأطراف ذات الصلة.
• تذكير المدير بالمواعيد والمهام اليومية.

1. إدارة المراسلات:

• التعامل مع المكالمات الهاتفية والرسائل البريدية والبريد الإلكتروني.
• إعداد وصياغة المراسلات والتقارير عند الحاجة.
• تصفية المراسلات والطلبات الواردة وتحديد الأولويات.

1. تنظيم الملفات والسجلات:

• الاحتفاظ بسجلات دقيقة ومنظمة.
• ضمان سرية المستندات الحساسة.
• إدارة الأرشيف واسترجاع المعلومات بسهولة عند الطلب.

1. تنسيق السفر والزيارات:

• حجز الرحلات والفنادق وتنظيم خطط السفر.
• إعداد جداول الأعمال الخاصة بالرحلات أو الاجتماعات خارج المكتب.

1. الدعم الإداري:

• إعداد العروض التقديمية والتقارير عند الطلب.
• تنسيق المهام بين الإدارة العليا والموظفين الآخرين.
• التعامل مع المهام الإدارية اليومية لضمان سير العمل بكفاءة.

1. الحفاظ على السرية:

• الحفاظ على خصوصية المعلومات المتعلقة بالإدارة والعملاء.
• التصرف بمهنية عالية وضمان سرية جميع المهام الموكلة.

المؤهلات والمتطلبات

• شهادة جامعية في الإدارة أو أي مجال ذي صلة (يفضل).
• خبرة سابقة في دور مشابه كسكرتير خاص أو إداري.
• مهارات تنظيم وإدارة الوقت بشكل متميز.
• القدرة على التعامل مع برامج الكمبيوتر مثل Microsoft Office.
• مهارات تواصل ممتازة باللغتين العربية والإنجليزية (كتابة وتحدثًا).
• الدقة والاهتمام بالتفاصيل.
• القدرة على العمل تحت الضغط ومعالجة المهام المتعددة بكفاءة.

المزايا والتعويضات:

• راتب تنافسي ومزايا إضافية.
• فرص للتطوير المهني.
• بيئة عمل داعمة ومهنية.

Job Details

Preferred Candidate

Manage daily administrative tasks, including answering phones, scheduling, and organizing documents. Coordinate team meetings and events and prepare agendas. Assist in project management by tracking deadlines and facilitating communication. Handle expense reporting, invoicing, and basic accounting tasks.

Job Details

Preferred Candidate

Opening for an experienced ” Receptionist / Secretary ” for an established Trading Company in Dubai.

** Requirements:

– Min 5 years of relevant UAE experience
– Strong written and verbal communication
– Excellent MS Office skills.
– minimum Typing speed 40 wpm

The multi-faceted role involves managing schedules of Chairman & CEO, greeting visitors at front office.

Please apply with recent photo as well as last drawn & expected salary to this email id – [email protected]

• Manage all incoming and outgoing correspondences.
• Assist the relevant team members with all traveling formalities, including booking, accommodation, and departure.
• Schedule and manage all appointments and meetings to ensure they happen at the required time.
• Maintain clear and concise telephonic communication to handle inquiries by portraying high professional standards.
• Meet and greet clients and visitors and direct them to intended departments.

Job Details

Preferred Candidate

• Represents the Chairman, Group CEO by welcoming visitors, reviewing correspondence; arranging corporate functions; answering questions and meeting requests directed to the Executive Management
• Provide administrative and clerical support to the Board of Directors, Executive Management, and Family of the Owner.
• Arranges corporate travel and meetings by developing itineraries and agendas; scheduling the flights; booking other transportation; arranging lodging and meeting accommodations for the Executive Management and Family of the Owner
• Upholding legal documents of the company
• Communication and correspondence to all departments
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments for the Executive Management
• Manage communication including emails and phone calls

Job Details

Preferred Candidate

• Tech-savviness: Proficient in using a variety of office software and collaboration tools, facilitating efficient communication and data management, while adapting to new technologies and tools as needed.
• Displays a high degree of integrity and sensitivity in managing sensitive information, ensuring absolute discretion in all tasks and interactions.
• Works collaboratively with cross-functional peers, cultivating positive rapport and enhancing a cohesive work atmosphere through proactive assistance and cooperation.
• Proficient in solving challenges creatively, employing analytical expertise and meticulous attention to detail to identify issues and implement effective solutions.
• Exhibits exceptional problem-solving acumen, adept at recognizing obstacles and deploying innovative solutions through analytical thinking and meticulous attention to detail.

Job Details

Preferred Candidate