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Receptionist Secretary

4 months ago

Abu Dhabi, United Arab Emirates Emirates Electrical & Instrumentation Company Full time

**Company Description**
Over the many years of its pursuit for investment diversification, the Ghobash Group has capitalized on opportunities in sectors with encouraging growth potential by either buying out established operating companies or founding new businesses to extend value into those markets. As the portfolio of these fully, or majority-owned operating companies grew and became more diversified, the Group established ABAN INVESTMENT in 2008 to administer and facilitate its smooth operation. Each operating company general manager reports into the CEO of Aban Investment and as such it is an actively managed portfolio of companies.

Working from Dubai, Aban Investment offers a range of centralized services for the Group’s fifteen operating companies to manage costs and best practices by efficiently sharing business functions from finance and legal administration to providing human resources and marketing management.

ABAN Investment currently has stakes in Technology, Oil & Gas, Pharmaceuticals, Industrial Chemicals and Supplies, Hospitality, Healthcare, and Consumer Services. It is committed to building high-value businesses, from start-ups and early stage ventures to mergers and acquisitions for more mature businesses.
**Job Description** Job Purpose**:
Provide clerical and administrative support, either as a team or individually.

**Key Responsibilities**:

- Keep a log of all in-coming enquiries and inform supervisor.
- Prepare draft correspondence to the incoming mail, reports as assigned and other documents independently
- Maintain complete and allocate filing system for forms, records, create databases. Sorts, labels, files and retrieves documents, or other materials and produce presentations, reports, and documents etc.
- Receive and screen incoming calls and visitors, take and relay messages, respond to requests for information determines which are priority matters, and inform Supervisor accordingly.
- Arrange, maintain, coordinate and schedule meetings or appointments.
- Assist in the preparation of presentation developed on Power Point.
- Prepare Excel Spread and formats sheets when needed.
- Responsible for mail pickup and distribution.
- Maintain follow-up file to ensure replies on questions, comments.
- Handle travel arrangements, perform research, handing hotel bookings.
- Coordinate with the Office Assistant for tea, or coffee to guest / staff whenever required.
- Coordinate with Office Assistant to ensure that offices, the reception area, the conference rooms and the kitchens are kept clean and tidy at all times.
- Attend any other duties within the scope of this function as and when required.

**Qualifications**
Bachelor’s degree in any discipline from a recognised University/Institution.

**Additional Information** Skills and Professional Requirements**:

- The Technical competences encompass advanced skills in operating Microsoft Office Applications (Excel, Power Point and Word).
- Typing skills exceeding 50 words a minute, good knowledge of Business English (Arabic is a plus),
- The capability of drafting correspondence and a successful track record in similar duties.

**Experience Requirements**:

- Minimum of 3-5 years of experience in a similar role, 3-4 years out of which handling correspondence, reports, chart, etc.
- Entering, retrieving and updating as well as exerting systematic follow-up constitute as essential part of the work.
- Excellent command of written and spoken English. Arabic would be an advantage.
- Good typing skills, good knowledge of Business English (Arabic is a plus), the capability of drafting correspondence and a successful track record in similar duties.

**Attributes and Behaviours**:

- Familiarity with office organization and optimization techniques
- High degree of multi-tasking and time management capability
- Excellent written and verbal communication skills
- Integrity and professionalism
- Professional attitude and pleasant appearance
- Ability to be resourceful and proactive when issues arise