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Executive Support Specialist

2 months ago

Sharjah, Sharjah, United Arab Emirates First Select Employment Services Full time
Job Summary

We are seeking a highly organized and detail-oriented Executive Support Specialist to join our team at First Select Employment Services. As an Executive Support Specialist, you will provide administrative support to our executives and team members, ensuring the smooth operation of our office.

Key Responsibilities
  1. Calendar Management: Manage calendars and schedule appointments for executives and team members, ensuring timely and efficient use of their time.
  2. Meeting Coordination: Coordinate meetings and conference calls, including arranging meeting rooms and equipment, to facilitate effective communication and collaboration.
  3. Travel Arrangements: Arrange travel and accommodations for team members, including flights, hotels, and transportation, to ensure seamless business travel.
  4. Document Preparation: Prepare and distribute meeting agendas, minutes, and other materials, ensuring accurate and timely documentation.
  5. Administrative Support: Assist with the preparation of reports, presentations, and other documents, providing administrative support to our executives and team members.
  6. General Administration: Perform general administrative tasks, such as filing, photocopying, and scanning documents, to maintain a well-organized office environment.
  7. Communication: Answer and direct phone calls, take messages, and respond to inquiries, providing excellent customer service and communication skills.
  8. Office Maintenance: Maintain office supplies and ensure equipment is in working order, ensuring a productive and efficient work environment.
  9. New Hire Onboarding: Assist with the onboarding of new employees, including preparing paperwork and coordinating orientation, to ensure a smooth transition.
  10. Confidentiality: Handle confidential and sensitive information with discretion, maintaining the trust and confidentiality of our executives and team members.
Requirements
  1. Experience: Minimum of 3 years of experience in administrative support roles, providing exceptional support to executives and teams.
  2. Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with strong organizational and time management skills.
  3. Communication Skills: Excellent written and verbal communication skills, with the ability to prioritize tasks and work independently.
  4. Attention to Detail: Attention to detail and accuracy, with the ability to maintain confidentiality and handle sensitive information.
  5. Problem-Solving Skills: Strong problem-solving skills, with the ability to work well under pressure and meet tight deadlines.
  6. Proactivity: Proactive and able to anticipate needs, with a strong ability to work well in a team environment.