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.
Use of Personal Data
Savills will use your personal data to evaluate and respond to your application. This may result in us processing personal data which is classified as “special” under data protection legislation. Where this is the case, our basis for processing special category personal data is that it is in the public interest for us to ensure meaningful equal opportunity and diversity monitoring and reporting.
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