Executive Secretary

Job description / Role

Job Summary:

The Executive Secretary provides administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings, thus supporting the managers in effective decision making and speed of execution.

Requirements

Main Responsibilities:

- Administrative Tasks
- Act as a point of contact for the Business Unit/Department
- Screen incoming calls and correspondence and responds independently when required
- Manage the BU Head’s diary and appointments, and assist department staff in their meetings’ scheduling
- Assist the manager in presentations and other reports and documents as needed
- Maintain a filing system for the departments’ documents, records, and reports
- Liaise with relevant individuals, departments, and external customers and suppliers on Manager’s behalf and ensure smooth and efficient communication flow
- Handle invoicing and billing for customers and suppliers and follow-up on it with the accounts department
- Process payments for department staff travelling abroad
- Prepare and follow up on internal administrative forms and procedures
- Arrange and coordinate events etc. when required
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

About the Company

The Chalhoub Group is the leading partner for luxury across the Middle East since 1955. As an expert in retail, distribution and marketing services based in Dubai, the group has become a major player in the fashion, beauty and gift sectors regionally.

By blending its Middle East expertise and intimate knowledge of luxury, Chalhoub Group is building brands in the region, by offering service excellence to all its partners and a unique experience to its customers through its passionate teams.

With a growing workforce of more than 9,000 people, implemented in 14 countries, as well as the operating of over 470 retail outlets, the group's success is attributed to its most valued asset of highly skilled and dedicated teams. Professionalism and passion are what fuel the Chalhoub Group's competitive edge in today's market.

By being committed to implementing sustainable practices into their business, the Chalhoub Group has been awarded in 2013 the CSR Label from the Dubai Chamber of Commerce.