Team Secretary

3 weeks ago


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 up-to-date 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 co-operative 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
- Self-motivated


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