Executive Secretary

Job description / Role

Objectives: Responsible for supporting Director(s) and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Reporting to: Directors
Subordinates: Directors
Other interactions: Customer Service, Receptionist
Number required: 1
Duration: Permanant position
Desired start date: Early May
Probation: 6 months
Working Hours: Sat- Thursday 9.00am-6.00pm
Travel requirements: None
Gross monthly base salary: To be agreed upon
Other Benefits: To be agreed upon
Commission / Bonus: To be agreed upon

Main responsibilities:
- Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
- Liaise with all branch offices plus Head office
- Receive and screen phone calls and redirect them/keep record.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Make travel arrangements for executives.
- Handle confidential documents ensuring they remain secure
- Prepare invoices or financial statements if & when required
- Keep track of personal spending by directors.
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
- Maintain electronic and paper records ensuring information is organized and easily accessible.(Maintaining Calenders/ Hotel booking etc)
- Conduct research and prepare presentations or reports as assigned.
- Any other task for that the Management deems fit.

Requirements

- University Qualifications: Graduation in any Business subject
- Nature and length of previous experience: Minimum 2-3/years working in same role
- Soft Skills and Personality traits: Extremely poilte, presentable, organized & efficient. Multi tasker
- Age Range: 25-35 years
- Gender Preference: female
- Language Fluency: English
- Current Location: Dubai
- Specialist knowledge: Proficient in MS Office

About the Company

We have tried to be a step ahead of time pioneering the way to bring cost effective solutions for the Food, Beverage, Pharma & Cosmetic industry yet maintaining high standards of quality through continuous dedication & innovative ideas. EMAD TRADE HOUSE in the Middle East has overcome a decade of challenges & grown to become one of the leading trading house with warehousing facility in Jebel Ali, Dubai & fully geared to serve the industry JIT basis.

In this rapidly changing business environment, all our employees are united to achieve the leadership through hard work, & determination in revitalizing Middle East business undertaking. We have a growing team comprising of 50 + talented individuals from South Asia & GCC with competency in Finance, Pharmaceuticals, Product Development, Mechanical Engineering & Sales.