Administrative Head

3 weeks ago

Dubai, United Arab Emirates athGADLANG Full time

**Position Overview**:
The Office Manager/Executive Secretary will play a pivotal role in ensuring the smooth operation of our office and providing high-level administrative support to the executive team. This position requires a proactive and detail-oriented individual who can manage multiple tasks efficiently and maintain confidentiality in handling sensitive information.

**Key Responsibilities**:

- Executive Support:

- Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and organizing travel arrangements.
- Prepare and distribute correspondence, reports, and presentations as required.
- Act as a liaison between the executive team and internal/external stakeholders, ensuring effective communication and coordination.
- Office Management:

- Oversee the day-to-day operations of the office, including managing supplies, equipment, and facilities.
- Coordinate office maintenance and repairs, ensuring a safe and productive work environment.
- Develop and implement efficient office procedures and policies to streamline operations.
- Document Management:

- Maintain accurate and up-to-date records, files, and databases, both in physical and electronic formats.
- Organize and archive documents, ensuring easy retrieval and compliance with record-keeping standards.
- Communication and Correspondence:

- Screen and prioritize correspondence, responding to inquiries or redirecting as appropriate.
- Meeting Coordination:

- Coordinate and schedule meetings, conferences, and events, both internally and externally.
- Prepare meeting agendas, presentations, and supporting materials as required.
- Record and distribute meeting minutes, ensuring follow-up on action items.
- Confidentiality and Discretion:

- Handle confidential information with the utmost discretion and maintain a high level of professionalism at all times.
- Uphold confidentiality in dealing with sensitive documents, discussions, and personal matters.

Qualifications and Skills:

- Bachelor's degree in Business Administration, Secretarial Studies, or related field preferred.
- Proven experience of at least 5-6 years as an Executive Secretary, Office Manager, or similar role, preferably within a trading or corporate environment.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
- Strong interpersonal and communication skills, both written and verbal.
- Attention to detail and accuracy in document preparation and record-keeping.
- Ability to maintain confidentiality and handle sensitive information with integrity.
- Flexibility and adaptability to changing priorities and a fast-paced work environment.
- Knowledge of relevant regulations and procedures.

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