Administrative Support Specialist

2 weeks ago

Dubai, Dubai, United Arab Emirates Inoventive 3D Full time
Job Description

**Job Title:** Admin Secretary

**Company:** Inoventive 3D

**Job Type:** Full-time

**Location:** Dubai

We are seeking an experienced and highly organized Admin Secretary to join our team. The successful candidate will be responsible for providing administrative support to our management team and Director.

Key Responsibilities:
  • Correspondence Management: Handle and manage all incoming and outgoing correspondence, including letters and documents.
  • Filing and Organization: Maintain and update the filing system, ensuring that all documents are properly organized and easily accessible.
  • Meeting Coordination: Schedule and coordinate meetings, conferences, and travel arrangements for the management team and Director.
  • Document Preparation: Prepare and distribute meeting agendas, minutes, and other necessary documents.
  • Reporting and Analysis: Assist in the preparation of reports, presentations, and other business documents.
  • Office Management: Manage office supplies inventory, order new supplies when needed, and ensure proper maintenance of office equipment.
  • Visitor Management: Greet and assist visitors, directing them to the appropriate person or department.
  • Calendar Management: Manage and maintain office calendars, scheduling appointments and reminding employees of upcoming events or deadlines.
  • Communication: Coordinate internal and external communications, including routing calls, taking messages, and responding to inquiries.
  • Event Planning: Assist in the planning and execution of company events and employee engagement activities.
  • Collaboration: Collaborate with other company staff to ensure efficient office operations.
  • CEO Support: Organising and maintaining the CEO's diary and making appointments, providing daily updates to the CEO regarding daily business operations, and compiling Daily, Weekly, Monthly Operations Report for the CEO and quarterly/annual/other reports for the Board of Directors.
  • Communication and Liaison: Dealing with correspondence, writing emails/letters and corporate documentations/SOP's/policies, taking dictation, typing minutes and meeting reports, liaising with clients, suppliers, advisors, shareholders, intercompany in charge and other staff.
  • Travel Arrangements: Organising and attending meetings and arranging business trips (including flights and accommodations), ensuring the CEO is well-prepared for meetings/business trips, preparing meeting agendas.

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