Executive Secretary

Job description / Role

To provide administrative support to the Manager / Department Head to ensure his/her day to day functions are carried out smoothly.

This includes acting as a liaison between the Manager and department members and providing assistance to them as required, performing a range of administrative duties to facilitate the smooth running of the operations of department, handling both internal and external correspondence, maintaining and assisting with the production and distribution of reports, assisting in preparation of presentations, keeping records of meetings and key information related to Group/ Department.

Main Tasks

Take dictation in order to draft correspondence to internal as well as external parties such business associates, vendors etc

Read and route incoming mail. Locate and attach appropriate file to correspondence to be answered by employer

Compose and type routine correspondence

Organise and maintain file system, and file correspondence and other records. This includes creating personnel files for all department staff, handling confidential reports and making copies of correspondence or other printed materials as required

Answer and screen manager's telephone calls, and arrange conference calls if required

Coordinate Manager's schedule and make appointments

Greet scheduled visitors and conduct to appropriate area or person

Arrange and coordinate business travel schedules and reservations

Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings

Prepare outgoing mail and correspondence, including e-mail and faxes

Collate information from those concerned and prepare reports and presentations

Prepare/ maintain a number of key documents related to department ensuring attention to detail and accuracy are maintained at all times.

Redirect incoming mail to the concerned department

Complete paperwork requested by members within or outside the department and dispatch it to those concerned

Organise the purchase of kitchen supplies or office equipment as required

Handle queries related to the department

Handle petty cash expenses

Maintain leave schedule of department members

Manage hotel bookings, travel itineraries, reservations, transportation, road shows and conference bookings on behalf of the managers in the department.

Handles operational/ administrative matters for Department Head in his absence.

Coordinate office equipment, kitchen and facilities repair and maintenance issues

Organise conferences

Requirements

Requirements:

A diploma in administration or the equivalent is essential.

A degree in Administration or Commerce is essential.

At least 4 years in administration with a working knowledge of the banking environment.

Solid experience in handling a wide range of correspondence independently with strong organisational skills is essential.

A good knowledge of written and spoken English is required.

A good command of Word and Excel is required.

Spoken and written Arabic is essential.

Good person-to-person communication skills are required.

Excellent analytical skills are required.

PLEASE NOTE: You must have a considerable experience in a similar role, supporting a senior manager to be considered for this role.

About the Company

ADCB is a full-service commercial bank offering a wide range of products and services such as retail banking, wealth management, private banking, corporate banking, commercial banking, cash management, investment banking, corporate finance, foreign exchange, interest rate and currency derivatives, Islamic products, project finance, and property management services.