Job Description
Job Title: Executive Assistant
Salary = AED 12,000 + Yearly Tickets and Insurance
Job Location- Dubai, UAE
A Leading Semi Government Organization
Job Purpose
Provide efficient and effective personal assistance and secretarial support to the department head including time management, administrative duties and first point of interface with callers / visitors, while displaying a high degree of initiative and discretion in carrying out the role.
To effectively manage and provide full administrative support functions in a role of liaison between the Department Head / General Manager, and all department team members to achieve effective results.
Main Responsibilities:
Office Management-
- To ensure the office is well organized maintaining a professional and customer friendly approach at all times
- Manages, prioritizes, screens and monitors the manager’s correspondence, including calls, emails, post, and fax to ensure they are dealt with appropriately.
- Produces reports and statistical analyses as per the request of the manager.
- Stationary Management & coordination
- Coordinate with another department effectively (i.e. Training, workshops)
- Communicate professionally and diplomatically with customers and staff, projecting the correct image of the office of the GM
- Maintains an active database (contacts / mailing list), with current details.
- Coordinate distribution of publications, reports and information material.
- To be able to recognize the importance of tasks, priorities and delegate as directed to other sections
Documentations-
- Prepare and compile documentation, including project and departmental related reports and
- documents, ensuring they are completed and prepared in time for meetings and discussions.
- To establish and maintain an efficient filing system.
- Ensure proper scanning & the effective usage of CDM for filing.
Meetings-
- Make appropriate appointments as required, ensure the necessary bookings for meeting rooms are
- made and the diary of the Head of department is maintained.
- Organizing and attending meetings, and ensuring the manager is well-prepared for meetings;
- Recoding minutes at various meetings as required and ensuring they are distributed in a timely
- manner with action points and follow up.
- Producing briefing papers, reports and presentations.
- Compiling consolidated progress reports for presentation purposes.
- To draft standard correspondence and answer general queries.
Communication-
- Provide efficient personal assistance and correspondence support to the Head of the Department, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.
- Organize and distribute circulars received by the Head of Department, to concerned units and follow up with circulars that require responding.
Appointment and Time Management-
- Act as first point of contact for both internal and external parties who wish to contact or meet the Head of Department and screen the requests to ensure those with genuine and important reasons are given priority
- Provide diary management support to ensure the Head of Department’s time is allocated effectively among various responsibilities.
- Take initiative on behalf of the Head of Department to identify and deal with problems and issues that arise to ensure the smooth running of the Head of Department’s office.
Travel Arrangements-
Resources and Procurement & Administration department for ticketing, transportation and accommodation, ensuring best use of Head of Department time.
Information Security -
) Read, Understand and comply with all applicable Information Security Policies and Procedures of the company.
2) Co-operate, co-ordinate and share information with Internal/External Audit teams as appropriate and applicable.
3) Attend Information Security Awareness sessions conducted by the company's IT Department.
4) All Information Security breaches, events, weaknesses, incidents.
