Secretary
6 months ago
**Job title**: Secretary
**Department**: Management
**Educational qualifications**: Bachelor’s degree in secretarial, business administration, or management information systems
**Age**: not less than 25 and not more than 30
**Experience**: not less than five years
**Roles and responsibilities**:
- Preparing the monthly schedule of appointments and work for the General Manager and the Executive Director
- Preparing the weekly plan for the work of the General Manager and the Executive Director
- Maintaining the general appearance of the management office in terms of cleanliness and order
- Receiving and welcoming visitors from management
- Coordinating the interview schedule for the General Manager.
- Editing and printing letters and correspondence from management
- Save and maintain all files related to the Senior Management Office in a way that ensures their safety and quick recall
- Receiving and directing incoming mail and faxes in the name of management, presenting them to the specialist and indexing these documents
- Recording outgoing mail and faxes from the senior management office and indexing outgoing faxes
- Writing minutes of all meetings and sessions in which the General Director or Executive Director is a party
- Assist senior management in all work not included in this description upon personal request
- Receiving and making telephone calls to the management office and indexing telephone numbers and addresses
- Organizing and indexing internal reports received from other departments and divisions, presenting them to the General Manager or Executive Director, following up on the General Director or Executive Director’s decision regarding them, and recording them in their records.
- Ensure that all office and electrical equipment is in working condition continuously, request maintenance officials from inside and outside the company, and follow up on maintenance work for all office equipment located in the management office.
- Ensure the availability of all office and writing tools for management and staff members in the senior management office
- Sending invitations to participants in meetings called by the General Director or Executive Director and recording this on special forms
- Booking travel tickets, hotels, and entry tickets to exhibitions for management, and organizing business trips
- Teaching and directing the assistant secretarial personnel and raising their career level in a way that qualifies them to assume responsibility after being promoted and to submit their performance evaluation reports.
- Writing a weekly report to show what work has been completed and what has been postponed, along with a statement of the reason, and submitting it to the office manager
- All of the above must be done in accordance with the official procedure approved by the Secretariat
**Skills**:
- Proficiency in English speaking, reading, and writing, with proficiency in technical writing.
- Preserving documents and files (Filing Skills)
- Organizing meetings, preparing the agenda, and writing minutes (Organizing & Preparing for Business Meeting)
- Dealing with desktop and laptop computers professionally
- Handling MS Word professionally with a typing speed of no less than 40 words/minute
- Dealing with Outlook Express professionally
- Dealing with Power Point and preparing slides and presentations.
- Dealing with Internet browsing programs professionally
- Handling printing, photocopying, fax and packaging machines very well
- Effective communication skills and delivering information to specialists and non-specialists
- The ability to complete and perform more than one task at the same time without confusion
**Experience**:
- secretary: 5 years (required)
Ability to Commute:
- Abu Dhabi (required)
Ability to Relocate:
- Abu Dhabi: Relocate before starting work (required)
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