Secretary - Aluminum Experience Is a Must

7 months ago


Dubai, United Arab Emirates Granada Europe Construction Full time

**Job Purpose**

The role is to provide high quality executive personal assistance and administrative support to the Sr. Operations Manager. Provide an efficient and responsive administrative, organizational, and logístical service to the Sr. Operations Manager, helping them to manage and prioritize their time.

**Smart KPI # 1: Relationship Management**

Weighting for this KPI: 50%

Establish and sustain positive and professional working relationship with people of all levels internal and external on behalf of the Executives

**Smart KPI # 2: Support Organization Values**

Weighting for this KPI: 25%

Endorse, support and promote Binghatti group strategic vision and values

**Smart KPI # 3: Administration**

Weighting for this KPI: 25%

Must be able to demonstrate behaviors, consistent and competent result on all administrative task.

**Responsibilities & Duties**
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Represents the executive by attending meetings in the executive's absence; speaking for the executive.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Completes projects by assigning work to clerical staff; following up on results.
- Prepares reports by collecting and analyzing information.
- Secures information by completing data base backups.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies. (depending on which office location)
- Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
- Be the first of point of contact for the Sr. Operation Director.
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences
- Prepares reports by collecting and analyzing information
- Send reminders and keep track of the executives to do list
- Take minutes of meetings or attend meetings on their behalf
- Keep data base (business cards, documents, and other pertinent files)
- Coordinate and relaying messages from Sr. Operation Director to other department heads
- Write articles or speech materials on behalf of the Sr. Operation director
- Follow-up with departments and send status updates on specific tasks
- Prepare presentation and materials required for executive meetings
- Collecting and delivering documents for the Sr. Operation Director
- Run personal errands for the Sr. Operation Director.
- Review documents and arrange for signature
- Contributes to team effort by accomplishing related results as required
- Support Marketing and social media initiative on behalf of the executives
- Support Binghatti Group and its subsidiary and its department on behalf of the executives’ requirements
- Entire administrative task/support when needed

**Academic & Trades Qualifications**

Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication

**Education Requirements**
- Bachelor’s Degree Engineering from a reputable University.

**Working Experience & Skills**
- Proven experience as an Document Controller, or in other secretarial position
- Full comprehension of office management systems and procedures
- Excellent knowledge of MS Office
- Proficiency in English
- Exemplary planning and time management skills
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- Discretion and confidentiality

Ability to commute/relocate:

- Dubai: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- secretary: 1 year (preferred)



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