Executive Secretary needed at Emirates

Job Purpose

• Responsible for providing comprehensive, high level and confidential secretarial and admin support to the manager/s based in the country/station.

Job Outline

• Be fully conversant with the activities of the dept/section in order to liaise with, on behalf of the manager/s with senior section heads both internally and externally.
• Manage the diary of the manager/s, including scheduling appointments, travel arrangement and accommodation as necessary. Regularly monitor the daily schedule of the manager/s and provide in advance the required information/documentation for meetings/appointments by co-ordinating with sources within the company and externally. Alert the manager/s of any last minute reschedules or cancellations.
• Receive and screen incoming call and mail, action responses or re-direct as necessary to the appropriate individuals to obtain additional information prior to presenting to the manager/s.
• Manage and maintain a proper paper based or electronic filing system that is easily accessible by the manager/s or the team.
• Manage and monitor the department/section attendance and leave records, overtime claims and verify such claims where necessary obtaining the required approvals to facilitate payroll processing through the finance team.
• Where necessary manage petty cash accounts by verifying authenticity of claims ensuring figures are accurately recorded. Control and handle cash transactions to bring accounts to balance.
• Undertake and support the manager/s or the team in a variety of special projects involving internal and external parties including researching activities involved with the project. Assist with the preparation of the department/section budgets.
• Where required handle the invoicing and accounting matters of the Department. Arranges for vetting, approval, payment and receipt of all bills.
• Responsibility for the acquisition, maintenance and replacement of office assets and equipment. Be the central point for ordering and restocking stationery and regular kitchen items ensuring the dept / section is within budget.

Qualifications & Experience

Administration. General administration :

• 12 Years Schooling Or Equivalent
• Minimum A level or HSC qualification with a preferred secretarial qualification and a minimum of 4 years’ experience in a secretary/administrative capacity in a medium or large size company. Fully competent in MS Office applications.
• Fluency in spoken and written English, pleasant telephone etiquettes and the ability to prioritise work.

Skills

• Strong interpersonal skills and willingness to work in a positive manner.
• Ability to prioritise heavy workload, meet deadlines and work either autonomously and within a team.
• Appreciation for confidential matters and discretion
• A proactive, solutions focused and flexible workstyle with high attention to detail.