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Team Secretary

3 months ago

Dubai, Dubai, United Arab Emirates Knight Frank Full time

Scope


Based in our Dubai Office, we are looking to recruit a Secretary who will be responsible for the team's administrative support.


Responsibilities

Client Support

PA Duties:

  • Diary management
  • Full control and maintenance of diaries, making appointments and arrangements for all meetings with clients and colleagues.
  • Organisation of inspections.
  • Deal with clients visiting the office in a polite, helpful and confident manner.
  • Full and accurate minute taking at Office Meetings.

Office Administration:

  • Compile reports, agendas and documents for meetings.
  • Support team members with tasks involving MS Word, PowerPoint and Excel.
  • Aiding in the creation and compilation of pitching documents.
  • Maintaining and uptodate filing system through regular paper and electronic filling.
  • Managing the coordination of all incoming and outgoing mail.
  • Create agendas for weekly and monthly office meetings.
  • Handling corporate travel arrangements, booking and coordinating Visa processing.
  • Manage and update the database contacts register and Excel master file.
  • Verify that all documents are appropriately labeled with the file paths for reference.
  • Arrange and execute special post/courier services.
  • Handle computer/database (KF Database, Contacts Register / ICON and RPS).
  • Ensure accurate contact information on People Search for the department
  • Ensure reports adhere to KF formatting standards

Professional Standards

Financial

  • Regularly track and assess team's monthly travel expenses.
  • Accountable for ensuring files comply with audit regulations.

Entertainment /Events

  • Organise business generation events and functions.

Systems & IT competence

  • Word (Advanced), mail merge proficient, excel, power point, outlook.

Professional Experience and Personal Skills Profile

Qualifications/Education Required

  • Over 3 years of experience in a similar secretarial position, preferably within the Real Estate Sector.

Particular Aptitudes/Skills Required

  • Experienced individual skilled in upholding confidentiality
  • Ability to command authority
  • Flexibility, adaptability and a cooperative attitude
  • Proficiency in English Grammar and accurate spelling
  • Committed and Loyal
  • Diligent and efficient
  • Articulate vocal presence / exceptional telephone etiquette
  • Attentive to detail
  • Capable of demonstrating initiative and proactive behavior
  • Selfmotivated