Job Objective :
Provide the necessary secretarial and clerical support to the MANAGING DIRECTOR department in order to ensure the flow of activities in an effective and organized manner.
Key Responsibilities and Accountabilities :
Provide secretarial duties as required, such as, but not limited to emailing, faxing, receive and direct telephone calls, maintain contact / address database, typing and translations (English and Arabic), preparing presentations for the Managing Director, maintain stock of stationary, and liaise with department to schedule meetings and appointments.
May meet and greet guests as requested.
Ensure that the day-to-day business in the Managing Director’s office is running smoothly by keeping abreast with the activities of the company as a whole.
Assist the Managing Director and team in their duties to achieve Departmental objectives including, but not limited to preparing notes, providing updates, formatting documents, expenses etc.
Follow-up on Managing Director requests and queries and ensures 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
All other Documents / Reports should be prepared with the highest quality of presentation.
Ensure that all Manuals held in the Managing Director’s office are up-to-date.
Ensure that subscriptions are renewed for all publications ordered by the Managing Director.
Review, track and record all incoming correspondence (mail / fax / email) and indicate action by highlighting key points, attach relevant documents / files and forward to Managing Director for necessary action or to appropriate department heads for their necessary action / replies.
May participate in various meetings and record meeting minutes or prepare any other requested follow-up documents.
Serve as contact person for external departmental inquiries via phone, e-mails, visits and any other relevant channels as well as ensure they are addressed properly or redirected to the responsible employees.
Prepare / draft correspondence / circulars / instructions independently in English / Arabic as required.
Organize / coordinate business travel arrangements for Managing Director with HR and Accounts departments for visas, tickets, accommodation, travel allowance, etc.
Be familiar with company’s business e.g. clients, key contacts, the type of helicopters, their location and availability and keep records of key obligations e.
g. insurances, contracts
Perform any other duty as assigned by the Managing Director
Professional certification, such as Office Management or Secretarial Diploma, from relevant institutions
Bachelor degree is an added bonus
Minimum 5 years as a secretary
Job-Specific Skills :
Ability to multi task
English / Arabic
Strong knowledge of Microsoft Office Programs
Experience with coordinating office and secretarial tasks
Solid interpersonal and customer service skills
Should you meet the above requirements, please send us your detailed and updated CV, training course certificates, attested / authenticated educational certificates, employment certificates, passport copy and other relevant documents in this email address : اضغط هنا لمشاهدة البريد اﻹلكتروني and write Bilingual Secretary on the subject of your email application for our review and reference.
Only shortlisted candidates will be contacted.
Closing Date : 24 October 2019
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