Senior Secretary
5 days ago
- Provide secretarial duties as required, such as emailing, faxing, receiving and directing telephone calls, maintaining contact/address database, typing and translations (English and Arabic), preparing presentations for the Office Manager, maintaining stock of stationary, and liaising with departments to schedule meetings and appointments. May meet and greet guests as requested.
- Ensure that the day-to-day business in the office is running smoothly by keeping abreast with the activities of the company.
- Maintain manuals and update resource materials.
- Assist the Office Manager and team in their duties to achieve departmental objectives including preparing notes, providing updates, formatting documents, and managing expenses.
- Follow up on Office Manager requests and queries and ensure they are resolved on a timely basis. May assist other team members when requested.
- Ensure all confidential matters/documents are dealt with the utmost discretion.
- Prepare all documents/reports with the highest quality of presentation.
- Ensure that subscriptions are renewed for all publications ordered by the Office Manager.
- Review, track, and record all incoming correspondence (mail/fax/email) and indicate action by highlighting key points, attaching relevant documents/files, and forwarding to the Office Manager for necessary action.
- Participate in various meetings and record meeting minutes or prepare any other requested follow-up documents.
- Be proactive in managing and highlighting any issues to the Office Manager and provide solutions.
- Prepare/draft correspondence/circulars/instructions independently in English/Arabic as required.
- Organize/coordinate business travel arrangements for the CEO as requested by the Office Manager.
- Be familiar with the company's business, such as clients, key contacts, types of helicopters, their location and availability, and keep records of key obligations such as insurances and contracts.
- Perform any other duty as assigned by the Office Manager or CEO.
Qualifications:
- Professional certification, such as Office Management or Secretarial Diploma, from relevant institutions.
- Bachelor's degree is an added bonus.
Experience:
- Minimum 5 years as a secretary.
Job-Specific Skills:
- Ability to multitask.
- Proficiency in English/Arabic.
- Strong knowledge of Microsoft Office programs.
- Experience with coordinating office and secretarial tasks.
- Solid interpersonal and customer service skills.
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