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Personal Secretary & Assistant Job Vacancy

Personal Secretary & Assistant

Abood Group of Companies is a diversified organization operating in transportation, tourism, petroleum, media broadcasting and real estate industry.

The Managing Directors office is looking to recruit a dynamic, presentable, well spoken and organized personal secretary to manage all secretarial and administrative functions to the Managing Directors Office.

Duties & Responsibilities:

Within delegated authority the Personal Secretary & Assistant will be responsible for the following duties:
  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, visas and accommodation for the management.
  • Take notes or dictation at meetings or to provide general assistance during presentations;
  • Take minutes of meetings accurately, using short-hand when required and type these into a formal document as and when required;
  • Screening phone calls, enquiries and requests, and handling them when appropriate;
  • Meeting and greeting Directors visitors at all levels of seniority;
  • Organizing and maintaining diaries and making appointments in a pro-active and efficient manner.
  • Dealing with all incoming and outgoing email, faxes, memos and post, often corresponding on behalf of the Director;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Organizing and attending meetings and ensuring the Director is well prepared for meetings;
  • Liaising with clients, suppliers and other staff.
  • Printing, photocopying, binding documents.
  • Managing all confidential documents for the Managements office.
  • Ordering stationary and other supplies for the Directors office.
  • Organize the email filing systems of the Directors and file appropriately;
  • Organize the soft-filing systems of the Directors and file appropriately;
  • Organize the hard filing systems of the Directors and file appropriately;
  • Organize the standard travel requirements of the Directors and plan their itinerary in advance, saving as much time and expenditure as possible;
  • Organize the diaries of the Directors based on all information from emails, meeting requests, memos, travel itineraries, etc in a user-friendly (i.e. by the Directors) format;
  • Any other duties assigned by the Director.

Candidate Attributes:
  • Excellent organization skills, attention to details and efficiency;
  • Confident in abilities;
  • Able to use initiative;
  • Able to deal with sensitive and complex situations;
  • Self-motivated and career-driven;
  • Proven ability to maintain confidentiality, impartiality and discretion.

Education: Hold a relevant qualification in business / administration management/ Secretarial Studies;

Experience: 
  • A minimum of 3 to 5 years similar experience within a personal secretarial function.
  • Excellent and thorough Microsoft Word (2010 / Windows 7/8) knowledge with extensive understanding of the use of PowerPoint, Excel and other MS software and packages

Language:
  • Excellent English language and grammar skills – written and verbal;
  • Excellent communication skills – written and verbal;
  • Foreign language would be added advantage


Applications: Submission of applications: Qualified candidates may submit their application by sending a complete and comprehensive CV and a letter of interest via e-mail to recruitment@aboodgroup.com under the reference Application for Personal Secretary & Assistant

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