Administrative Executive (Female)

Job description / Role

We are looking for an experienced Female Administration Executive who will be responsible for providing administrative and secretarial support to one or more members of the senior management team including scheduling appointments, travel arrangements, coordination of meetings and receptions with the objective of providing effective and thorough secretarial support with considerable use of tact, diplomacy, discretion and judgment.

- Works under broad supervision.
- Perform a variety of administrative or executive support tasks that are highly confidential.
- Coordinate complex diary/travel arrangements; utilize extensive forward planning and time management.
- Prepare internal and, if required, external correspondence.
- Review and proofread documents prepared for the managers signature.
- Coordinate and facilitate the manager's calendar to arrange appointments, meetings, and conferences; in contact with senior management and other firms.
- Assist with purchase order issuance and vendor coordination as required.
- Deal with various Government authorities on matters of Trade Licenses and Immigration matters.
- Research, compile, assimilate, and prepare sensitive documents, and briefs the manager regarding content.
- Receive and screen incoming calls and visitors, determines which are priority matters, and alerts the managers accordingly. Make referrals to appropriate staff or provides requested information.
- Liaise as required with other administrative, Finance, Operations and support staff.
- Handle records, including correspondence, complex financial reports and staff documentation.
- Maximize office administration efficiency and productivity through proficient workflows.
- Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
- 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.
- Carry out other duties as required.

Requirements

- University degree essential.
- Secretarial qualification advantageous.
- Relevant experience required min 5 years.
- Must live in Dubai.
- Flexible on working hours.
- Smart, professional and corporate.
- Hospitality, Real Estate, Projects Industry background preferred or multinational.

About the Company

We manage apartments and retail units as part of an asset managed property portfolio in Dubai. We give meaning to the art of hospitality.