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Secretary Job Description
Position: Secretary
Job Summary:
We are currently seeking a highly organized and efficient individual to join our esteemed company as a Secretary. The ideal candidate will play a crucial role in the smooth functioning of our organization. You will be responsible for performing various clerical and administrative duties, providing essential support to our management team, and maintaining a high level of professionalism and confidentiality.
Responsibilities:
1. Administrative Support:
- Handle phone calls, emails, and correspondence promptly and professionally.
- Schedule and coordinate appointments, meetings, and conferences, ensuring all necessary arrangements are in place.
- Maintain an organized filing system for both physical and electronic documents.
- Prepare and distribute memos, reports, presentations, and other materials as instructed.
- Assist in making travel arrangements for employees, including booking flights, accommodations, and transportation as required.
2. Record-keeping and Documentation:
- Update and maintain company databases, records, and spreadsheets with accurate and up-to-date information.
- Prepare and distribute minutes of meetings, ensuring that important points and action items are properly recorded.
- Assist in the preparation and formatting of various reports and documents.
- Retrieve and file documents and reports in an organized manner.
3. Office Management:
- Greet and direct visitors, ensuring they are welcomed in a professional manner.
- Manage office supplies by monitoring inventory levels and placing timely orders as necessary.
- Coordinate with external vendors, such as cleaning companies and couriers, to ensure a well-maintained and efficient office environment.
- Assist with facilities management, including arranging maintenance and repairs for office equipment.
4. Communication:
- Maintain effective communication channels within the organization, keeping employees informed of important updates and announcements.
- Liaise with internal departments and external stakeholders’ vendors, suppliers, and service providers to ensure timely and accurate delivery of goods and services and responding to inquiries and requests in a timely and professional manner.
- Draft and proofread internal and external correspondences, ensuring accuracy and proper grammar.
Qualifications and Skills:
1. Education:
- High school diploma or equivalent; a bachelor’s degree in business administration or related field is preferred.
2. Experience:
- Proven experience and proficiency in office administration and clerical duties.
- Proficiency in MS Office, including Word, Excel, and PowerPoint, with an ability to learn new software programs quickly.
3. Skills:
- Proficient in using office equipment (e.g., photocopiers, printers).
- High level of professionalism and confidentiality.
- Ability to work independently as well as part of a team, showing initiative and a positive attitude.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong interpersonal and communication skills, both verbal and written.
- Attention to detail and accuracy in all work performed.
- Exceptional multitasking abilities, with a demonstrated ability to handle multiple tasks simultaneously and efficiently.
If you are a driven and dedicated individual who possesses the necessary skills and experience, we would be delighted to hear from you.
NOTE: The above job description is not exhaustive and may be subject to change.
Job Type: Full-time
Salary: From AED1,800.00 per month
Experience:
- secretary: 2 years (Preferred)
Application Deadline: 31/07/2023
