Administrative Assistant
REF 1510006
17.04.2024 | Dubai | full time
- General
- Location: Dubai
- Occupancy: full time
- To join : immediately
- Description
- This position provides administrative support for a Operational Executives and his/her department. In addition to editing documents, filing and scheduling, the position performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, coordinating all regional directors schedules, regional GM calls and regional staff updates as well as working on special projects. S/he will answers non-routine correspondence and assemble highly confidential and sensitive information.
Essential Functions and Responsibilities
-Schedules and organizes activities such as meetings, travel, conferences and department activities, prioritizing inquiries and requests, and handling conflicts as they arise, with minimal guidance, and making judgments and recommendations as necessary to ensure smooth day-to-day operations
-Manages electronic mail and keeps calendar updated to facilitate appointment and meeting schedules
-Responsible for the maintenance of the department budget to include coding invoices, preparing expense reports, investigating payment inquiries and budget variances
-Establishes, develops, maintains and updates filing system and a database of business contacts. Retrieves information from files when needed.
-Organizes, prioritizes and act as a gate keeper for large volumes of information and calls.
-Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
-Answers phones for supervisor and department. Takes messages or fields/answers all routine and non-routine questions. Works with Regional team to coordinate information for VPO.
-Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents, chiefs, Regional Team, General Managers and present and future owners. Handles confidential and non-routine information and explains policies when necessary.
-Prepares and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
- Requirements
- - SAP HRMS knowledge is a must.
- High School Diploma or GED.
- Formal qualification in office administration, secretarial work, or related training.
- 2-3 years of experience as an Administrative Secretary would be advantageous.
- Advanced proficiency in managing documents, spreadsheets, and databases.
- Exceptional filing, record keeping, and organizational skills.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Proficiency in MS office.
- Excellent written and verbal communication skills.
- Exceptional interpersonal skills.
- Provisions
- Salary: to be discussed
- Employment visa provided
- Medical insurance provided
- Publisher
- direct employer
- 50 - 200 employees