- To schedule, prepare, attend, and document for the Board of Director's and internal or external committee meetings
- To provide a variety of secretarial and administrative duties for the Board of Directors and internal or external committee such as typing, and answering telephone calls
- To control visitors and work by means of prioritizing
- To distribute all incoming mail, and maintain manual and computerised files
- To Maintain and update a comprehensive filing system
Duties and Responsibilities
Operations:
Maintain Board of Directors and other internal & external committees such as but not limited to Audit Committee, Budget committee, new business venture committees, Annual General Assembly meeting for Shareholders. calendar by setting, monitoring, and confirming appointments.
Attend all Board of Directors meetings and other internal & external committees meetings, recording the minutes of meeting.
Type and mail any Board of Directors and other internal & external committees official correspondences
Conserve Board of Directors’ and other internal & external committees time by reading, researching, and routing correspondences; draft letters and documents
Collect and analyze information via electronic process.
Remind Board of Directors and other internal & external committees of schedules;
Control visitors entrance and contact with Board of Directors and other internal & external committees.
Arrange activities and services by identifying and clarifying needs and desires; researching options; making reservations; and scheduling
Process all correspondence that enters in the office such as letters and faxes, by either forwarding it or replying when appropriate.
Complete projects and special assignments by establishing objectives; determining priorities; managing time gaining cooperation of others
Undertake typing of a variety of material such as memoranda, reports, circulars from longhand or shorthand drafts and audio-dictation
Submit materials to Board of Directors and other internal & external committees for review and signature
Maintain and update a comprehensive filing system. Includes such files as correspondence, reports, faxes, circulars, etc.
Maintain a directory for local and foreign addresses, telephone numbers, business journals, periodicals and other related documents.
Perform a wide range of administration tasks such as arranging internal and external meetings and other related processes for stationary requirements and photocopies.
Ascertain that issues are attended to promptly and efficiently, delivering good customer service at all times and handling messages.
Ensure that confidential official information is not revealed to anyone other than those specified to safeguard interests.
Reporting:
Prepare reports and/or documentation in usable, understandable format for Board of Directors and internal or external committee.
Coordination:
Liaise with the Board of Directors and internal or external committee to ensure that they are appropriately prepared for meeting.
Communication:
Internal:
Ø Daily communication with Board of Directors and other internal & external committees to receive work directions and guidance, and to get approval.
Ø As required contact with Secretaries to the Senior and Middle Management to exchange information, clarify issues and work coordination
External:
Ø As required communication with customers/ Visitors/ Callers for their inquiries or calls.
Ø As required communication with various Organizations and Companies to attend queries when required.
Skills
- Knowledge in Meetings Agenda and Minutes
- Knowledge in Scheduling and prioritizing
- PC Excellent knowledge
- Arabic and English Typing knowledge
- Fluency in Arabic and English Languages (Reading, Writing, and Conversation).
Job Details
Date Posted:
2013-08-01
Job Location:
Dubai, United Arab Emirates
Job Role:
Secretarial
Company Industry:
Retail/Wholesale
Joining Date:
2013-08-01
Preferred Candidate
Career Level:
Management
Gender:
Male
Nationality:
United Arab Emirates
Degree:
Bachelor's degree / higher diploma
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