Executive Secretary

2 weeks ago

Abu Dhabi, Abu Dhabi, United Arab Emirates AL GHAZAL INTERNATIONAL HOLDING Full time
We are looking for a competent Executive Secretary to support TOP MANAGEMENT / GENERAL MANAGER in our company.

You will be the one to organize and maintain the executive's schedule and assist them by performing a variety of administrative tasks.

Executive secretaries must be quick professionals with great time-management and multitasking abilities.

It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.

The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.


  • Maintain executive's agenda and assist in planning appointments, board meetings, conferences etc.
  • Attend meetings and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Make travel arrangements for executives
  • Handle confidential documents ensuring they remain secure
  • Prepare invoices or financial statements and provide assistance in bookkeeping
  • Monitor office supplies and negotiate terms with suppliers to ensure the most costeffective orders
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct research and prepare presentations or reports as assigned
  • Proven experience as executive secretary or similar administrative role
  • Proficient in MS Office and "backoffice" software (e.g. ERP)
  • In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and timemanagement skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality
  • Degree in business administration or relative field

Sr. Document controller cum HR
Ø

Ø

Ø

Ø Qualification
:
Bachelor's Degree / Master
Document Control Certification is an advantage with Strong Communications Skills.

Specific training courses related to Document Management and Quality

Ø Experience:
with at least 5- 8 years' Can Handle contracting project like Hotels, Commercial and residential high-rise towers, Hospital, Shopping Mall developments

Ø IMMEDIATE JOINING

Ø Salary:

AED

Soft ware Skills:

Ø Advanced user MS-Office suite and Document Management Systems such as Aconex & EDMS,

adobe photoshop, Primavera, Adobe Acrobat, Outlook, PowerPoint and Project

RESPONSIBILITIES:

  • A
    Sr. Document controller cum Human Resource with leadership skills in guiding team, In-charge in managing company documents per project, assisting them to become more efficient and to follow various procedures implemented by the Vendors and Clients such as preparation of submittals.
  • Correspondence File Maintaining like Project files, Payment follow up files, Record of minutes of meeting etc.,
  • Communicate ideas for improving company processes with a positive and constructive attitude, and
for developing this attitude in others

  • Monitor technical documents review and approval in accordance with agreed schedule
  • Produce over-due reports
  • Ensuring the use of standardised forms and templates
  • Set-up Projects folders and facilitate Project communication process
  • Establish and maintain the Master Document Register in cooperation with the Project team.
  • Process outgoing documentation
  • Maintain and manage electronic and hard copy documents as required
  • Makes sure that controlled copies of latest approved documents and drawings are correctly filed in the SERVER.
  • Maintain updated records of all approved documents and drawings and their distribution clearly.
  • Maintaining Daily Construction Report.
  • Safe custody of company letter head, stamps, Original Contract documents / Agreements of
all Projects & Confidential files.

  • Prepares contract agreement, update company profile
  • Attendance report
  • Track all project document's planned submission dates, overdue, deadlines and approvals
  • Effectively and accurately communicate relevant project information to project team
  • Prepare substantial completion certificates and ensure all required project close out documents are obtained
  • Develop and maintain the Document Management Manage all flows of documents either in electronic form or on paper support)
  • Ensure Document Management accordingly to established procedures or standards
(documents numbering, formats, issuance, review, dispatch, recording and archiving)

  • Ensure control and coordination of projects documentation and data
  • Ensure all drawings/documentation are correctly identified, distributed and filed/stored
26. documents compliance with Project standards regarding numbering and all others aspect

related to document quality

  • Communicate and liaise with Project Teams, Suppliers/3rd parties

Salary:

AED3,
AED3,500.00 per month

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