Follow Up and Coordination Executive

3 months ago


Dubai, United Arab Emirates Dubai Government Full time

Key Responsibilities
- Daily Management : Oversee the daily affairs of the Director General, including scheduling appointments, meetings, and responding to communications.
- Office Administration**: Manage the office of the Director General, organizing files, records, and data efficiently.
- Document Handling**: Track incoming and outgoing documents, messages, and inquiries, and escalate them to the Director General as needed.
- Advanced Secretarial Duties**: Prepare reports, letters, and correspondence as part of advanced secretarial work.
- Meeting Coordination**: Organize and prepare for meetings, including taking minutes and ensuring follow-up actions are addressed.
- Confidentiality**: Handle confidential information and data with the utmost discretion.
- Communication and Coordination**: Communicate directives from the Director General to organizational units and report on updates.
- Document Archiving**: Archive documents such as incoming and outgoing correspondence, meeting minutes, and decisions.
- Official Representation**: Accompany the Director General during official missions and events.

**Required Skills**:
1. Communication Skills:

- Proficient in spoken and written Arabic and English.
- Effective listening and non-verbal communication skills.
- Negotiation skills and ability to interact with individuals at various levels.

2. Organizational and Management Skills**:

- Efficient time management and prioritization abilities.
- Planning and organizing skills for meetings and events.
- Systematic management of information, files, and records.

3. Technical and Computer Skills:

- Proficient in office software, including Word, Excel, and PowerPoint.

4. Emotional intelligence and personal attributes:

- Strong organizational skills and attention to detail.
- Adaptability to various situations and ability to handle pressure.
- Patience, flexibility, and problem-solving capability.

5. Knowledge of Protocol and Administrative Procedures:

- Familiarity with the basics of protocol and public relations.
- Understanding of administrative processes and systems within the organization.
- Knowledge of relevant laws and regulations related to the work.

**Qualifications**
- Minimum two years’ experience as an executive secretary to a high level
- Secondary school or bachelor degree



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