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