Executive Secretary
Full time
through Global Hawk Imaging & Diagnostics in
Dubai, UAE
Job highlights
Posted on April 17, 2018Job details
Serves as the administrative and functional point person for the Chairman's
corporate, community, and personal matters to ensure smooth functioning
of activities and processes in multiple lines of business. Requires full time
availability with flexible hours. Requires a desire to learn and expand
responsibilities.
Main Responsibilities:
• Manage multiple projects as assigned by the Chairman related to diverse lines
of business, community, and personal interests with inter-related activities and
relationships.
• Coordinates calendar, travel, meeting, and schedule arrangements for the
Chairman, staff, business partners etc.
• Includes initiating contact and securing appointments, equipment, and facilities
as appropriate.
• Works closely with other team members to assure the Chairman's preparation
for meetings, presentations or other engagements.
• Administrative and functional activities include but are not limited to: Taking
phone calls; maintaining personal and business files; corporate record keeping
for multiple entities; supporting marketing and strategic planning activities;
note taking & creating documentation filing, storage & retrieval of business
and personal activities.
• Handles financial and accounting matters for the chairman with confidentiality.
• Prepares and sends business and private correspondence.
• Coordinates operations of Chairman's office including: document preparation &
control of internal communications - general office maintenance to improve
costs and ;
• Carries out responsibilities with professionalism, respect for others, in
accordance with the organization's policies and applicable laws.
• To provide administrative services including diary management, booking
meetings, planning events, organising travel and preparing travel itineraries,
correspondence and prioritising emails for the Chairman.
• To work closely with the Chairman and Senior Leadership Team through
regular correspondence, arrange meetings and prepare briefing materials for the
Chairman.
• To provide administrative support in the delivery of assignments and initiatives
on behalf of the Chairman's office as and when required.
• To ensure all correspondence and relevant materials are produced in a timely
and accurate manner.
• To coordinate, attend and take minutes for the Chairman's meetings and
any other relevant meetings.
• To conduct research/ analysis as directed by the Chairman.
• To produce reports for the Chairman as and when required.
• To follow up on action points from meetings on behalf of the Chairman.
• To provide administrative support to the Chairman in the follow up and
completion of departmental work plans.
• To provide administrative support to the Chairman in implementing
organisational projects and programmes.
• To provide administrative support to the Chairman in the leadership and
management of the organisation.
• To provide administrative services to field offices such as responding to
queries, issuing memos and following up on Chairman requests.
• Assist in Chairman's corporate, business and investment related activities,
tasks and projects which include record keeping, liaison, coordination,
scheduling, monitoring projects, research and analysis.
• Any other duties commensurate with the accountabilities of the post.
Requirements:
• Degree holder with a minimum 1 to 2 years' relevant experience in sizable
companies. Experience in medical industry is preferred.
• Excellent command of spoken and written English.
• Well versed in MS Office (Word, Excel and PowerPoint),
• Fit and proper handling of confidential information is a must.
• Good planning, strong interpersonal and communication skills.
• Ability to work and be highly organized under pressure, able to prioritize
and handle multiple tasks.
• Independent, meticulous and be self-initiated.
Key Deliverables:
Efficient and smooth operation of Chairman's office.
Organizational Structure:
Reports to: Chairman & Head Of Admin Department.
Knowledge/Skills:
• Medical background and understanding of medical language will be
an added advantage.
• High Proficiency in MS Office Suite.
• Bachelor's Degree in Business/ Science or Related Field Talents.
• Trustworthy with Impeccable Moral Standards.
• Discrete, reserved and able to handle business, personal, and family
information with the highest level of confidence.
• Conceptualization & Business Acumen.
• Professionalism in Appearance & Attitude.
• Highly organized.
• Able to adapt quickly, handle multiple tasks, and prioritize.
• Self Directed with Sound Judgment.
• Confident.
• Exceptional interpersonal skills with internal and external staff.
• Demanding work environment.
Essential:
• Experience of working as a PA at director (or other senior position)
level.
• Experience of providing administrative support in a fast paced
environment.
• Strong organisational and communication skills.
• Sound time keeping and forward planning ability.
• Motivated self-starter with the ability to prioritise.
• Positive and flexible attitude.
Other:
Prefer single status female candidates.
• Corrected vision.
• Ability to interpret a variety of instructions furnished in written, oral,
diagram or schedule form.
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