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Executive Secretary

  • , United Arab Emirates
  • Unspecified

Duties & Responsibilities:

Administrative & Secretarial

  • Provide secretarial support to the Director by encoding correspondences, reports & documents, handling or screening of incoming calls and random visitors, setting meeting with various department, etc.,
  • Make follow-ups to different departments, company, person any pending documents as requested by the Director including the status thereof.
  • Coordinate with suppliers or other stake holders, arrangements & follow up as per instruction of the Director.
  • Manage all inward and outward correspondence of the Director’s Office in order to ensure timely and accurate receipt and dispatch of the same.
  • Set-up and maintain Director’s Office correspondence files and ensure safe custody and confidentiality.
  • Collect reports from various departments; submit consolidated reports to the Director.
  • Prioritize & follow through on issues and concerns, including those of a sensitive or confidential nature.
  • Make travel arrangements for the Director as and when required.
  • Additional, administrative duties may include working on special projects, assisting with general office duties, driver scheduling, order processing and customer service.

Assisting in Accounting & Logistics

  • Keep accurate records of incoming and outgoing payments for the organization
  • Process customer / supplier invoices
  • Prepare and submit reports for payroll processing to HRD
  • Manage client accounts and payment schedules
  • Handle & prepare petty cash / vouchers

Assisting in Operations

  • Provide all required data / information to other colleagues
  • Assist to find distributors in the same industry
  • Assist the Events where the company participates
  • Coordinate & get quotations for Shipping, Logistics, Import & Export of products.
  • Ensure the stocks are maintained as per standards
  • Ensure quality check for products / packaging / expiry dates etc.
  • Any other Adhoc tasks as assigned by the Director

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