ADMIN EXECUTIVE - Urgent Hire

Responsibilities:

Provide Administrative executive support and assistance in upmost professional and confident manner on all administration matters and other related functions which are in line with company’s policies and procedure. The job responsibilities including but not limited to:

• Primary gatekeepers of the executive offices. 
• Responsible for the daily administrative activities of the executive offices such responsibilities include juggling phone calls, handling mail and other matters from time to time.
• Handle requests, feedback, and queries quickly and professionally.
• Arrange executive travel, hotel and dining arrangements as needed.
• Monitor office supply levels; reorder when appropriate.
• Key in data into the system order to get the best pricing on supplies and services.
• Produce professional-quality reports, presentations and briefs when needed.
• Develop and carry out an efficient documentation and filing system for both paper and electronic records.
• Provide Administrative support and responsible to sourcing files and follow up on actions according to timelines.
• Key liaison with all division / unit heads in ensuring smooth communication and distribution of documents.
• Manage the director schedule and coordinate various company’s activities and events such as meetings, conferences, training, staff away days.
• Handle day to day administrative and office matters including monitoring deadlines and follow up with various parties on work progress and reports due.
• Manage incoming and outgoing correspondence for the office (letters, faxes, e-mail etc.), maintain proper record and files, and ensure information is kept confidentially.
• Coordinate travelling arrangements such as hotel room bookings, flight reservation when needed.
• Assist to monitor office housekeeping, the cleanliness and tidiness of the office area at all time to ensure a conducive environment.
• Undertake various duties as assigned by the office Manageress.

Requirements:

Administrative Executive Requirements and Qualifications

• Diploma in Administrative Management and/or Diploma in Business Administration.
• Minimum 2 years’ above experience as an Administrative Assistant, or Executive Assistant or in other secretarial position.
• Full knowledge of office management systems and procedures.
• Basic bookkeeping.
• Proficiency in English and preferably able to speak and write in Arabic.
• Exemplary planning and time management skills.
• Ability to stay calm and on-task in high-stress situations.
• Current in today’s office technology, and computer software including MS Office applications.
• Ability to multi-tasking and prioritize daily workload.
• Discretion with personal and confidential information.
• Good English and communications skill both oral & written is a MUST.  French, German, Arabic and/or Chinese language will be an added advantage.
• Good time management with sense of urgency.
• Have the ability to get things done.
• Able to meet tight deadlines.
• Strong common sense.
• Mature with excellent interpersonal skill and pleasant personality.
• Male or Female candidate are welcome to apply for the post.