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Executive Assistant

Executive Assistant Vacancy in Dubai, United Arab Emirates

Executive Assistant

TEAM Energy Resources are working along side a major Oil and Gas Organization in seeking an executive assistant for a new role based in Dubai.

Location: Dubai
Contract Basis: Permanent
Format: Residential

Full Description

  • Carries out a variety of secretarial and general office duties in the assigned function or support group.
  • Includes taking dictation, typing in English, receiving and dispatching mail, maintaining confidential and general files, arranging appointments and other social functions.
  • Arranges management meetings which includes booking venues, typing and circulating agendas, preparing the Manager’s file for the meeting by including required notes and documents.
  • May attend meetings to take minutes as required.
  • In addition will carry out other duties of a similar level specific to the activities of the assigned Function or support group.

Responsibilities

  • Maintains an appointments diary for the assigned Manager.
  • Also ensures that all meetings, interviews, functions, duty trips are clearly indicated and advises the Manager of his/her daily program.
  • Receives visitors and VIPs with tact and courtesy, determines the purpose of the visit, and directs them to the executive’s office.
  • Answers the telephone, connects callers as necessary, taking and conveying messages and answering general queries.
  • Transcribes material from notes, shorthand and/or audio tapes into typed drafts for review. Includes taking shorthand notes at formal and informal meetings and drafting letters from brief notes or oral instructions as required.
  • Types in English and proofreads a variety of material such as letters, memoranda, reports, faxes, statements, etc., ensuring accuracy and passes to the Manager for signature,
  • Arranges dispatch and circulation of such items as necessary.
  • Will arrange translation of routine correspondence from English to Arabic or vice versa as required.
  • Receives incoming mail, sorts, registers receipt, date stamps, attaches references as necessary.
  •  Forwards mail to the executive ensuring confidential or urgent material is delivered directly.
  • Prepares outgoing mail for dispatch.
  • Establishes and maintains a comprehensive filing system for correspondence and other material.
  • Maintains files and other records, ensuring adequate security measures are taken with regard to confidential papers or documents of significant importance.
  • Assists in preparations for general and/or group meetings which Involves typing agenda, informing the participants, obtaining files, reports or documents required for the meeting, booking the conference room and attending the meetings as requested.
  • Takes minutes. Drafts, types and forwards to the Manager for review and approval.
  • Follows up with others in the OU/Function to pass on or follow up on requirements, on decisions taken and keeps the Manager informed of progress.

Experience

  • 3 years experience in general secretarial and office management work in a similar working environment.
  • Ability to type in English at the rate of 50-60 w.p.m.,
  •   Should have knowledge and use of modern desktop systems including e-mail.
  • Excellent English language communication skills.
  • Knowledge of office practices, processes and computer software programs.
  • Ability to determine work priorities, meet schedules and deadlines of the work area.
  • Ability to operate standard office equipment.

Qualifications

  • Completion of Secondary (12 years) education, followed by a formal secretarial/office management course (or equivalent additional experience).

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