Job Purpose: The purpose of this role is to manage the office of the Vice President - Construction & Projects and perform administrative and operational duties in relation to calendar management, document control and general support relating to the VP's internal and external clients.
Main Responsibilties:
- Perform a variety of administrative tasks of a highly confidential and sensitive nature.
- Manage the entire calendar and handle incoming and outgoing communications with internal and external clients.
- Screen, prepare and organize incoming and outgoing documentation relating to VP office for the appropriate actions.
- Provide preliminary summaries of incoming material to the VP by reviewing and making basic analysis of the documents and their content.
- Organize business itineraries, travel arrangements, conferences, meetings and social functions as and when required.
- Consistently follow-up on matters initiated or related to the VP's Office in order to ensure they are completed on time.
- Receive and screen incoming calls and visitors; determine priority matters for necessary endorsement to Department Head.
- Ensure policies and procedures are closely followed and standards of quality pertaining to the office administration are constantly monitored and adhered to.
- Timely preparation of the necessary material (minutes, agendas, presentations or reports) for VP meetings.
- Regular circulation of calendars, monthly evaluations and newsletters among other material, within the department's teams.
- Continuous management of documentation on the ECM system as per the electronic filing codes and reference numbers.
- Follow-up on tasks and projects with the team as required by the VP, particularly during his/ her absence.
- Implement an effective tracking methodology to follow up on correspondences and actions of tasks and projects, bringing tasks which require further action to the attention of Vice President.
Skills - Excellent business command of the English language (writing, reading and verbal), Arabic would be considered an advantage.
- Outstanding organizational and administrative skills.
- Ability to communicate across all levels within the organization.
- High level of trustworthiness and ability to handle and secure important and confidential documents and files.
- Ability to multitask and manage deadlines.
- Ability to build and maintain strong rapport with colleagues across various levels in the organization.
- Confident and assertive, yet friendly.
- Advanced knowledge of MS Office package 2003/ 2007.
- Good knowledge and strong analytical skills of numerical data.
- A keen eye for detail.
- Excellent follow up, analytical and interpersonal skills.
- A strong computer typist; 45 words per minute (wpm) and above with 90% accuracy or higher.
Job Details Job Location Dubai, United Arab Emirates
Company Industry
--
Company Type
Employer (Private Sector)
Job Role Secretarial
Employment Type
--
Monthly Salary Range
Unspecified
Number of Vacancies
Unspecified
Job Ref.
JB3816956
Preferred Candidate
Career Level
Mid Career
Years of Experience Min: 3
Residence Location
Dubai,United Arab Emirates
Degree
Bachelor's degree / higher diploma
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Job Title Executive Secretary
Company Name
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