Job closed
Ref: KP112-327
Job description / Role
Competitive Salary Package plus benefits.
You will be responsible for providing administrative and secretarial support to the members of the Communication Department including scheduling appointments, preparation of external/internal correspondence, telephone and visitor screening, travel arrangements, co-ordination of meetings and receptions with the objective of providing effective and thorough secretarial support with considerable use of tact, diplomacy, discretion and judgment.
Has the necessary skills to deal with confidential or complex client groups, may also have extensive external client contact.
Other responsibilities will include but not be limited to:
* Provide administrative and secretarial support to one or more members of the senior management team
* Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
* Coordinate complex diary/travel arrangements; utilise extensive forward planning and time management
* Prepare internal and, if required, external correspondence
* Review and proofread documents prepared for the manager's signature
* Take and transcribe dictation on technical and confidential matters from the manager
* Coordinate and facilitate the manager's calendar to arrange appointments, meetings, and conferences; in contact with senior management in other firms
* Assist with the maintenance of office procedures and policies
* Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organise documents; handle some matters personally and forwards appropriate materials to the manager and staff
* Research, compile, assimilate, and prepare confidential and sensitive documents, and briefs the manager regarding content
* E-mail management
* Prepare presentations and may assist with budget
* Receive and screen incoming calls and visitors, determines which are priority matters, and alerts the manager accordingly. Make referrals to appropriate staff or provides requested information
* Maintain good relationships with other administrative, Operations and support staff
* Handle highly confidential files and records, including correspondence, budgets, complex financial reports and staff documentation.
* Maximise office administration efficiency and productivity through proficient workflows
* Research and develop resources that create timely and efficient workflow
* Establish uniform correspondence procedures and style practices
* Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records
* Assist with the preparation of budget reviews for presentation
* Prepare departmental activities reports for management
* Maintain contact with persons in similar roles with internal and external affiliates
* Act as liaison between the manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments
* Create and format documentation using correct English grammar, spelling, and punctuation
* Create and format documentation using correct Arabic grammar, spelling, and punctuation if required
* Carry out other duties as required
Requirements
* University degree, preferably in business or related field
* Have a minimum 5 years of experience in the same role
* Have experience in supporting Senior Management
* Strong background in Sharepoint high level of comfort with social software and other web-based technologies
* Willing to relocate/work in Abu Dhabi, UAE
Please apply now if you're interested in this role.
About the Company
Cobalt is part of a leading international recruitment provider with offices in Europe, Singapore and New Zealand. Cobalt offers high quality HR consultancy, executive search, contingency recruitment and Emiratization services in Dubai and the wider MENA Region. It works extensively within the fields of Construction & Engineering, Banking & Finance and HR & Business Support.
Contributing to the regions development, we play a key role in identifying and attracting the very best talent to ensure the regions potential is realized. We also understand the importance of Emiratization in ensuring the long-term success of the UAE economy and have therefore pro-actively developed a strong network of UAE Nationals within our specialist areas.