Job Title Executive Secretary / Exec. Assistant/ PA
2- Key Responsibilities
Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
Takes and transcribes dictation on technical and confidential matters from the reporting manager.
Prepare correspondence, reports, and materials for publications, presentations and meetings.
Coordinates activities and maintains the daily schedule of the Reporting Manager.
Researches, compiles, understand and prepare confidential and sensitive documents, and brief the reporting manager regarding content. Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the reporting manager.
Receives and screens incoming calls and visitors of the Reporting Manager, determines which are priority matters, and alerts the reporting manager accordingly.
Composes letters and memoranda related to the reporting manager office as required.
Acts as liaison between the reporting manager by communicating (verbal and written) instructions and assignments and following up on the status of assignments.
• Updates reporting manager on status of issues before any scheduled meetings.
Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings, plans and coordinates arrangements for professional conferences as needed.
Reviews, proofreads, and edits documents prepared for the reporting manager’s signature.
Coordinates and facilitates the reporting manager’s calendar to arrange appointments, meetings, and conferences.
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing as required.
Makes travel arrangements; prepares itineraries; prepares compiles and maintains travel vouchers and records of reporting manager.
Coordinate accommodation, travel, visa and entertainment arrangements for reporting manager’s guests.
Prepare and maintain the Reporting Manager’s daily expense report.
3- Job Complexity
High Level of Judgement is required in the:
Prioritization of tasks and adherence to timelines.
Reporting Manager and all concerned areas.
External (outside the company)
VIP Guests, Company Visitors, International Subsidiaries and all concerned areas.
Education • Bachelor Degree, preferably Business Administration
Training / Skills • Excellent verbal and written Communication skills in English & Arabic.
• Proficiency in MS Word, Excel, Outlook and PowerPoint.
• Analytical, problem solving and decision making skills.
• Stress and Time Management skills.
• Excellent mathematical and numerical skills.
Work Experience • A minimum of 5 years’ experience in a similar role, reporting to a Senior Manager.
• Previous experience of moving along with the Reporting manager will be an added advantage.
Competencies • Project a professional company image through in-person and phone interaction.
• Ability to communicate across multiple hierarchal levels.
• Flexible, Self-independent and ready to travel at minimum notice.
|Job Location:||Abu Dhabi, United Arab Emirates|
|Company Industry:||Financial Services|
|Career Level:||Mid Career|
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