Office Assistant

1 week ago


Abu Dhabi, Abu Dhabi, United Arab Emirates Gulf Human Resources Development for Recruitment Full time

Minimum Requirements & Qualification:

Level of education:
Graduate Degree preferably.

Excellent communication and interpersonal skills.

Fluency (speaking, writing, and reading) in
French & English is required.

  • 5 years' experience in secretarial duties
Proficiency in Windows XP, Microsoft Office package (Planning etc.).

Job Requirements - Main Activities:


The Dubai assistant's main role is to oversee the offices and the needs of the personnel who are permanently or temporary assigned there and to coordinate with the assistant in headquarters.

Perform full secretarial and administrative support duties towards the department.

Maintain schedules for both Department Managers & section heads (managing agenda).


Organize, actively contribute to the organization of meetings, conferences & business events in coordination with various parties and manage the occupancy of meeting rooms and coordinate the required arrangements for meetings/conferences.

Attend telephone calls take messages or redirect as necessary and answer questions on business related issues.


Write-up / translate standard paperwork and correspondence (letters, memos, minutes, presentations etc) in English or Arabic associated with managers or other professionals.


Register, record, and dispatch incoming and outgoing mail/reports through appropriate channels and ensure proper completeness such as proof-reading, monitoring of signatures, etc.

Maintain appropriate filing system by organizing, archiving, controlling, and retrieving produced/received documents/reports (e.g., assigning codes etc.).

Define and produce non-standard reports.

Manage office premises, and coordinate between subsidiary numerous locations, including headquarters.

Represent first point of contact for visitors to the company.

Control movements of incoming and outgoing visitors and contribute to their awareness of Company safety guidelines.


Plan, schedule and control a variety of work processes and own resources to complete periodic administrative / technical assigned tasks.

Provide administrative / technical assistance in entities work processes (data entry & updating of database information, verification of information, generating standard reports from the system, etc.);
Carry out general administration / process administrative documents (e.g.

Maintain schedules for office staff and organize travel requirements, fill in expense claims, checking timesheets, coordinating leave plans for supported team, issuing requisitions, arrange flight/hotel/ driver reservation etc.)

;
Communicate with internal / external parties to ensure coordination of business processes (e.g. Availability of offshore travel documents by personnel and contracting companies etc.).

Carry out basic contacts administration (e.g. verification of contracts rates, call off, invoices, etc.)

Requisition standard goods/stationery for the departments / sections.


Actively contribute to the general cleanliness, hygiene, and safety of the premises and to the observance of company rules and procedures.

Ensure confidentiality of information and security of critical documentation whenever applicable.

Job Type:
Contract

Contract length: 12 months

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