Job Description
To provide an efficient administrative and organisational service to the designated senior leader, through a thorough knowledge of business issues and priorities, helping him to manage and prioritise his time. Provide a service that is in line with the senior leaders work habits and preferences.. Effectively plan and organise own workload, taking the initiative to resolve issues quickly and in an appropriate manner.
Duties and Responsibilities
Your main responsibilities in this role include the following:
Manage and maintain the senior leader's diary and email account
Filter emails, highlight urgent correspondence and print attachments.
Organise inbound emails into the appropriate folders, copying relevant information into the correct files.
Keep and maintain an accurate record of papers and electronic correspondence on behalf of the senior leader.
To act as the first point of contact for the office and attend to telephone calls, walk in visitors, faxes and emails.
Independently respond to emails, as much as possible, also dealing with appointments
Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting any potential problems.
Conduct weekly diary meetings with the senior leader to discuss upcoming engagements, invitations and other requests
Schedule on behalf of the senior leader, meetings between him and his direct reports and various committees and groups to which he is a member
Coordinate travel and accommodation requirements for the senior leader and others in his team, ensuring arrangements are in place to match his requirements
Filter general information, queries, phone calls and invitations by redirecting or taking forward such contact as appropriate
Ensure the senior leader is fully briefed on, or prepared for, any engagements he is involved in.
To manage the distribution of invitations for special events organised by the Company
Ensure the senior leader is fully briefed on, or prepared for, any engagements he is involved in.
To approve requests on behalf of the senior leader eg workflow requests for manpower for both Dubai and Outstations, ensuring that they comply with instructions and with budgeted approvals.
Prepare correspondence on behalf of the senior leader, including the drafting of general replies, also minuting general meetings as required and complete ad-hoc research on behalf of the senior leader.
To attend training and meetings as and when required. Perform other ad-hoc tasks that may be deemed necessary.
Job Requirements
Administration.General administration : 8+ Years
Experience at a senior secretarial level or as a personal assistant
This position will be of key importance within the organisation and the successful candidate must have previous secretarial and administrative experience within a fast-paced customer facing environment.
Excellent written and spoken English skills, additional language knowledge would be advantageous
Share Your Thoughts!
To receive reply notifications right away, tap the Notify option before you publish your comment!