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General Manager Secretary

1 month ago

Dubai, United Arab Emirates Zois Fine Food and Beverages Trading LLC Full time

**General Manager Secretary** plays a critical role in supporting the day-to-day operations of the General Manager (GM) and the executive team. Their job description typically includes a combination of administrative, organizational, and communication tasks to ensure the smooth functioning of the office. Below is an outline of key responsibilities and duties:
**1 - Administrative Support**

**Calendar Management**: Organize and maintain the GM’s calendar, scheduling meetings, appointments, and travel arrangements.

**Document Preparation**: Prepare reports, presentations, and other documents for meetings or correspondence, ensuring they are accurate and timely.

**Filing and Record-Keeping**: Maintain an organized filing system for both physical and electronic documents.

**Meeting Coordination**: Schedule, organize, and prepare materials for internal and external meetings, ensuring that the GM is well-prepared.

**2 - Communication**

**Liaison Between Departments**: Act as a point of contact between the GM and other departments or external clients, ensuring that information is communicated effectively.

**Internal and External Relations**: Represent the GM in a professional manner, handling requests or questions from employees, clients, and partners.

**Follow-ups and Reminders**: Ensure that action items from meetings are followed up on and that deadlines are met.

**3 - Travel and Event Planning**

**Event Organization**: Assist in planning company events, conferences, or meetings, managing logistics and materials.

**4 - Confidentiality and Discretion**

**Confidential Information Handling**: Manage confidential and sensitive information with discretion, including corporate documents, HR matters, and financial data.

**Trustworthiness**: Establish trust with the GM and management team, ensuring that all administrative matters are handled with professionalism.

**5 - General Office Management**

**Office Supplies Management**: Oversee inventory of office supplies, ensuring that the GM’s office is properly stocked.

**Support for Other Executives**: Provide administrative assistance to other senior managers or staff as needed.

**Problem-Solving**: Proactively address any administrative issues or operational problems that may arise.

**6 - Project Assistance**

**Project Coordination**: Assist with the management of ongoing projects by tracking progress, deadlines, and deliverables.

**Data Entry and Analysis**: Input data, prepare basic reports, or assist in research for ongoing projects or business planning.