Office Secretary

Al Mana

Qatar

Ref: HP129-117

Job description / Role

Employment: Full Time

The Secretary will be responsible for helping in the day-to-day efficiencies of the office and business. Working closely with managers to aid in managing time through completion of secretarial and administrative tasks. Often acting as a first point of contact for any external queries and communication.

Detailed Roles and Responsibilities:

Financial:
- Prepare expense reports related to any requirements for staff based in Head Office, or any exceptions requested after relevant authorization is received from the General Manager
- Responsible for accounts and budgets alongside the Brand Manager related to Head Office and any additional exceptions that may be requested of the incumbent
- Prepare invoices or relevant financial memos as per General Manager request, validating any information before submitting to management
- Aid in reduction of costs through efficient management of office expenses such as stationary, supplies, etc.

Customer:
- Manage diaries ensuring all activities are prioritized appropriately for relevant Brand Manager, schedules are distributed as and when required or requested
- Organize travel for General Manager and Brand Managers, employees or guests as requested ensuring authorization by relevant person(s)
- Arrange travel itineraries ensuring schedules are communicated with sufficient time for action for those involved
- Support the operations of head office running errands dependent on departmental requirements and coordinating with company driver if necessary
- Highlight any issues and provide solutions where possible to the relevant manager to resolve in a timely manner that are related to the head office, diary management or any other significant issues, which sit within the remit of the incumbent
- Carry out specific projects and research and then present findings to General Manager and Brand Managers
- Arrange travel, visas and accommodation and occasionally travel with management if requested for business requirements
- Scribe at meetings when requested taking note of important information, and then communicating accordingly if required with relevant individuals
- Liaise with clients, suppliers and other employees acting as a first point of contact directing them to relevant General Manager and Brand Managers or answering queries
- Review work completed by others when requested by management or employees to check for correct spelling and grammar, ensuring company format is adhered to and recommend any relevant revisions to be acted on such as that of research submissions

Internal Business Processes:
- Communication and process optimization of Administration Department resources
- Design, implement, evaluate and then maintain the process of work within the office to improve efficiencies and productivity
- Coordinate events as well as provide further requested assistance and communicate as required between relevant parties involved
- Prepare detailed agendas, excel sheets and PowerPoint presentations ensuring these are completed within the relevant timeframes
- Manage contracts including those of customers, vendors or staff supporting and managing as and when required
- Amend business documentation to keep them in line with current policies/ procedures and ensure they are then communicated to relevant parties
- Maintain digital and paper filing systems for efficient storage of confidential and non -confidential data
- Draft correspondence and communication both internal and external when requested by General Manager and Brand Managers Screen phone calls, inquiries and requests and handle them when necessary before directing to relevant staff if required
- Process incoming mail, faxes, emails and respond accordingly or forward if they do not fit within the incumbent’s remit
- Produce documents, briefing papers and reports as and when required, ensuring confidentiality is retained for General Manager and Brand Managers or staff
- Coordinate and direct office service such as records, housekeeping and personnel issues too aid management in efficient day-to-day running of the office
- Operate office equipment such as fax machines, copiers, etc. and arrange for repairs when equipment malfunctions through liaising with the IT Department

Learning and Growth:
- Nurture and expand network to share leading practices and allow new knowledge to be brought in for efficiencies
- Keep up to date with current trends in relevant areas to allow leading practice such as that of data management, events, etc.
- Acquire new skills to aid in work and allow personal development through identification of development needs

Requirements

- High School Degree or Bachelor’s Degree
- 2-4 years experience in a similar role or of that of Business Support/ Administration
- Based in Eyewear Head Office
- Ability to operate general office equipment, keyboard, mouse, printers, and copiers
- Willing to travel if and when required

About the Company

Al Mana is one of the largest and most diversified groups in the region, operating over 55 companies in 8 countries and employing over 3500 personnel. Industries that we operate in include automotive distribution and services, real estate and investments, retail and luxury fashion, F&B, engineering, technology, media and entertainment. The group covers most areas of retail including luxury goods, beauty, fashion, home interiors, watches and jewellery. Operating over 300 outlets, Al Mana represents some of the largest and most successful brands in the world.

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HR Generalist salaries in Saudi Arabia

Average monthly compensation
SAR 6,500

Breakdown available for industries, cities and years of experience