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Job description / Role
Reporting to: CEO
Other interactions: Regional Manager, Head of Department
Number required: 01
Duration: 2 year limited contracat
Desired start date: 30/11/2017
Probation: 6 month
Working Hours: Sat-Thu (09 am to 6 pm)
Gross monthly base salary: 8000-1000
Commission / Bonus: NA
Other Benefits: Annual air ticket & medical insurance
Objectives: To provide Secretarial, Administrative & executive support to CEO & Management Office in order to ensure that services are provided in an effective & efficient manner.
Main responsibilities:
• Responsible for document filing, preparing internal and external correspondence based on drafts including letters, faxes, meeting agenda and minutes of meeting;
• Organizing meetings, Manage & update complex diary schedules, appointment follow up, meeting reminder to all parties.
• Planning events and travel arrangements;
• Composing and screening confidential correspondences,
• Prepare detailed power point presentations,
• Take dictations wherever needed, maintain & update all necessary records, files & database.
• To ensure effective and efficient communication on a professional level.
• Arrange visitors schedule & potentially acting as interpreter;
• Make and receive telephone calls/faxes & correspondence distribution,
• Preparing meeting agendas, minutes of meeting, distribution & follow up.
• To support in all administrative activities of CEO
• To handle correspondences, communications, weekly schedules.
• Coordinate complex travel and hotel arrangement
• To handle all office requirement viz. stationary, equipment, etc...
• Responsible for typing of all correspondence with govt. dept./authorities, clients, banks, 3rd parties (internal & External stakeholders)
• Responsible for maintaining, filling & archiving of all office correspondence & paper work.
• Responsible to ensure that accurate minutes of meetings are taken and approved.
• Responsible for stationery management, courier, postage, logistic & transport management.
• Coordinate with the Regional Manager and support him in managing the filing process.
• To ensure that the records of the organization are maintained in compliance with Company policy and made available when required by authorized persons. These records may include founding documents, letters, patent, MoA, Business strategies, other official records, trade licenses, Director’s passport copies, etc.
• To ensure that official records are maintained for members of the organization and Board. To ensure that these records are available whenever required.
• To ensure that proper notification is given of CEO’s meeting with internal or external stakeholders.
• Give assistance to branches by supporting them in terms of whom to approach, the right person who can support the issue by routing and channelizing.
• To maintain business confidentiality at all levels.
• Perform other admin & secretarial tasks as & when entrusted by reporting manager.
Requirements
Female Graduate, with minimum 8-10 years of experience working with GM/CEO or Top Management personnel. Should have Good command over English & Arabic languages. Advanced PC skills highly desired.
Previous working experience in UAE with reputed financial industry organization will have an added advantage. Presentable & ability to work under pressure. Should have self letter drafting & translation skill required.
About the Company
A leading financial institution in the Middle East.