Office Secretary

The Role

The Office Secretary is responsible for the smooth running of the Dubai office premises and carrying out of administrative functions of the company. This is a wide-ranging and responsible role requiring strong administrative, IT, organisational and communication skills and a ‘can-do’ attitude.

Key Responsibilities

• Provides professional ‘front-of-house’ response to all telephone and in-person enquiries from visitors.
• Manages all correspondence including dealing with email and distributing incoming mail to the appropriate individuals ensures these have been followed-up.
• Maintains bookings of all meeting rooms and ensures these remain tidy and presentable at all times.
• Prepares couriers as and when required for all office staff and tracking the packages as necessary.
• Coordinate business related travel bookings for staff by liaising with the travel agent including flights, hotel, visas and any other travel requirement if necessary.
• Track and maintain supply of all office stationery and pantry items and places orders with suppliers accordingly.
• Provides support to the heads of Department as and when needed, Directors and other office bearers when required.
• Provides assistance for board meetings/office events, ensuring catering/refreshments are available.
• Proactively organise employee engagement activities and events, in conjunction with the EA/HR.
• Manages contracts and price negotiations with office vendors, service providers and identifies opportunities to find financial efficiencies where possible.
• Support HR department with new joiners and other staff related coordination in the office.   
• Ensures the office is clean, well-organised and provides a safe working environment for employees and clients/visitors. Ensure fulfilment of health and safety legislation and appropriate signage.
• Produce and edit documents using Power Point or Word. Must have keen eye for graphics and be able to confidently think for self when creating an attractive document.
• Undertake other ad-hoc projects and tasks, as and when required.

 Skills, Knowledge and Experience

• Fluent in both written and spoken English language.
• Minimum 2 years’ relevant office experience / general office administration
• Highly computer literate in all Microsoft office application (Word, PowerPoint, Outlook, Excel).
• Strong communication and customer service skills.
• Presentable and confident demeanour.
• Preferably some previous experience of managing and maintaining database systems and record keeping systems.
• Preferably some previous experience of managing external contracts/ liaising with suppliers. 

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