Executive Secretary

2 weeks ago

Dubai, United Arab Emirates GCG Enterprise Solutions Full time

**Company Description**
Established in 1982, The Digital Imaging & Office Services Solutions of Gulf Commercial Group was created to become a leading office automation solutions provider for the thriving UAE market.

By embracing the printing industry’s phenomenal digital transformation over the years, ‘GCG-DDS’ developed a natural proclivity for new technologies and gained an enviable reputation for its expertise in integrating digital enterprise solutions of all kinds into their client’s businesses.

Keen to take a market leadership position, GCG-DDS has made the strategic decision to expand its horizons into two focused areas of operation with each carrying a new corporate identity under the umbrella of GCG’s holding company - The Ghobash Group.

Now known as GCG ENTERPRISE SOLUTIONS, the company focuses on Enterprise Information Management, Digital Transformation, and Interactive Smart Solutions, and guides our clients with the most comprehensive portfolio of business information management technology in the UAE
- To be responsible for extending administrative support to the General Manager and perform a wide range of secretarial and clerical duties.
- Maintain General Manager’s agenda and assist in planning appointments, board meetings, conferences etc.
- Prepare draft correspondence to the incoming mail, reports as assigned and other documents independently and other written materials.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Handle confidential documents ensuring they remain secure.
- Sorts, labels, files and retrieve documents, or other materials and produce presentations, reports, and documents etc.
- Maintain the General Manager’s office records and legal documents.
- Perform a variety of executive support tasks that may be highly confidential, sensitive documents, compile maintain records.
- Receive and screen incoming calls and visitors, take and relay messages, respond to requests for information determines which are priority matters, and alert the GM accordingly.
- Responsible for mail pickup and distribution.
- Read GM’s mail, notes, significant dates that should be followed up and reminds each of these dates and deadlines.
- Circulates memos, as directed.
- Handle travel arrangements, perform research, and distribute information to the GM as well as handing hotel bookings.
- Record and transcribe minutes of meetings, hearing, dictation, dialogue, etc., and produces document in draft or final format.
- Liaise with the HR recruitment team and conduct CVs’ filtering to ensure that necessary documents, credentials, and testimonials are available (diplomas, degrees, training certifications, certificates of service from previous employers, projects and papers prepared ).
- Prepare and follow up on the issuance and renewal of passports/ visas/ licenses/ insurances etc.
- Generate research on assigned topics by the General Manager.
- Handling petty cash.
- Fills-in for another colleague/s as and when required.

**Qualifications**
- Bachelor’s degree in business or a related discipline from a recognised University.

**Additional Information**
- Proficient in MS Office and “back-office” software (e.g. ERP)
- In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry.
- Familiarity with basic research methods and reporting techniques.
- Excellent command of written and spoken English.

**Experience Requirements**:

- Minimum of 3-5 years of experience as an Executive Secretary or a similar role.
- Strong experience in handling correspondence, reports, charts, etc.,
- Entering, retrieving, and updating information as well as exerting systematic follow-up constitute an essential part of the work.

**Attributes and Behaviours**:

- Excellent organizational and time-management skills.
- Outstanding communication and negotiation abilities.
- Integrity and confidentiality.
- Highest Standards of Ethical Business Conduct.
- Assimilation and clear communication of messages on issues of some complexity.
- Good interpersonal skills.
- Tact, discretion, and absolute integrity.
- Aptitude for performing responsible clerical work

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