Job Description

aG Resources is looking to connect with Admin Assistant on an immediate basis for a reputable client.

Location: Dubai

Position Overview:

The Office Manager/Executive Secretary will play a pivotal role in ensuring the smooth operation of our office and providing high-level administrative support to the executive team. This position requires a proactive and detail-oriented individual who can manage multiple tasks efficiently and maintain confidentiality in handling sensitive information.

Key Responsibilities:

• Executive Support:
• Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Prepare and distribute correspondence, reports, and presentations as required.
• Act as a liaison between the executive team and internal/external stakeholders, ensuring effective communication and coordination.
• Office Management:
• Oversee the day-to-day operations of the office, including managing supplies, equipment, and facilities.
• Coordinate office maintenance and repairs, ensuring a safe and productive work environment.
• Develop and implement efficient office procedures and policies to streamline operations.
• Document Management:
• Maintain accurate and up-to-date records, files, and databases, both in physical and electronic formats.
• Organize and archive documents, ensuring easy retrieval and compliance with record-keeping standards.
• Communication and Correspondence:
• Manage incoming and outgoing communications, including phone calls, emails, and mail.
• Screen and prioritize correspondence, responding to inquiries or redirecting as appropriate.
• Draft and proofread documents, letters, and emails on behalf of the executive team.
• Meeting Coordination:
• Coordinate and schedule meetings, conferences, and events, both internally and externally.
• Prepare meeting agendas, presentations, and supporting materials as required.
• Record and distribute meeting minutes, ensuring follow-up on action items.
• Confidentiality and Discretion:
• Handle confidential information with the utmost discretion and maintain a high level of professionalism at all times.
• Uphold confidentiality in dealing with sensitive documents, discussions, and personal matters.

Qualifications and Skills:

• Bachelor's degree in Business Administration, Secretarial Studies, or related field preferred.
• Proven experience of at least 5-6 years as an Executive Secretary, Office Manager, or similar role, preferably within a trading or corporate environment.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
• Strong interpersonal and communication skills, both written and verbal.
• Attention to detail and accuracy in document preparation and record-keeping.
• Ability to maintain confidentiality and handle sensitive information with integrity.
• Flexibility and adaptability to changing priorities and a fast-paced work environment.
• Knowledge of relevant regulations and procedures.

Job Types: Full-time, Contract

Experience:

• administrative assistant: 1 year (Preferred)

Language:

• Arabic (Preferred)