Secretary

Job description / Role

The Secretary will provide comprehensive administrative support to the department Vice President and senior managers in order to facilitate the efficient functioning of the department, prioritize all appointments and activities and ensure adequate department supplies and resources.

Responsibilities:
* Maintain diary(s) and ensure viewing access to senior managers' diaries in order to respond to queries pertaining to senior managers' availabilities. Filter and steer contacts and activities based on levels of priorities and urgencies as required.
* Manage and organize internal and external meetings; communicate and confirm attendees, confirm agenda, ensure meeting resources are prepared, and organize travels. Ensure preparation and follow up for regular department meetings.
* Take minutes of the meetings where required and distribute to attendees in a timely fashion following meetings and coordinate the receipt of any follow up items from senior management team.
* Efficiently process and manage all inbound and outbound data and information as directed by department senior management, both confidential and routine; screen and sort mails, e-mails and other documents and ensure acknowledgments and responses are provided; review documents and if necessary ask for supporting data before forwarding for approval and signature.
* Prepare correspondence, reports and presentations. Ensure accuracy of information, attention to detail, timely data collection, integration of information where applicable, appropriate use of business language, preparation and submission within required time lines. Ensure readiness of reports as required.
* Manage the department's petty cash and stationery. Maintain records of expense claim documentation, invoices, etc. Maintain office supplies keeping stock record and ordering replenishments.
* Maintain administrative records for annual leave, duty travel and absence to ensure optimum staff levels are maintained.

Requirements

* Minimum of diploma level, with additional certifications on office management or secretarial and computer courses.
* 4 to 6 years overall experience in secretarial or administrative role, of which at least 1 to 2 years exposure in the relevant department is preferred; experience in a multi-cultural working environment ideally in an airline office.
* Excellent written and verbal communication skills in English; Arabic language will be preferred
* High computer literacy
* Excellent business writing and presentation skills
* Good knowledge of the airline industry; familiarity with the respective airline department is preferred

If you have the relevant experience please apply online today!

About the Company

Virtual Human Resources was formed in early 2003 by experienced recruitment and technical individuals to offer clients a more partner orientated and consultative approach to recruitment and human resources. The ethos behind Virtual Human Resources was to act as an extension to our clients' HR department and deliver a seamless service for all aspects of recruitment and HR.

Virtual Human Resources has seen significant success and expansion over the past 4 1/2 years growing from UK and European operations at start up to operations in 5 continents and offices in London, Manchester, Singapore and the Indian Ocean today.