Executive secretary - Retail

Sharjah Coop; Sharjah; On-site; AED 60,000 - 90,000; Full time

Job summary

A leading company in Sharjah is seeking an Administrative Assistant to support the Executive Director. The role involves organizing meetings, managing correspondence, and ensuring effective communication across departments. Ideal candidates will possess strong organizational skills and the ability to manage multiple tasks efficiently.

Qualifications

• Proficient in preparing presentations and reports.
• Ability to manage appointments and correspondence effectively.
• Experience in coordinating meetings and business trips.

Responsibilities

• Organize and support administrative work for the Executive Director.
• Manage incoming calls, visitors, and documentation.
• Prepare reports and follow up on tasks and projects.

Skills

Organizational Skills

Communication

Time Management

Clerical Skills

Job description

1. Job Purpose

• Organize and support all administrative work by preparing presentations, documents, reports, handling information requests.
• Perform clerical functions such as preparing correspondence, welcoming visitors, arranging conference calls and scheduling meetings.

2. Key Accountabilities

• Attend the required meetings when needed, organize the meeting room setting, install all equipment such as projector, laptop, and notebooks, take meeting minutes, and perform other organizational tasks.
• Responsible for timely distribution of correspondence from Executive Director Office, arranging couriers for urgent documentation, and distributing authorized paperwork to appropriate departments to avoid delays and any potential disruption to the business.
• Daily management for the Executive Director includes arranging appointments, sending meeting requests, reminders regarding communicated deadlines to ensure that time is managed effectively.
• Manage incoming calls, visitors, documentation, and appointments for the Executive Director and prioritize activities in order of importance/urgency.
• Coordinate with visitors from external suppliers/customers/consultants to arrange business meetings and ensure an excellent overall working relationship with representatives from external suppliers/customers.
• Greet the visitors and ensure the VIP customers and VIP suppliers' hospitality, build a strategic relationship, and answer all queries when needed.
• Arrange all business trips for the Executive Director , including conference registration and payment, flights, accommodation, transportation, and visas to provide a clear business trip itinerary.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Communicate with all directors and follow up on high level all running, pending tasks and projects and provide a summary report of the status for the Executive Director .
• Coordinate with all departments regarding strategic projects and follow up on progress.
• Prepare reports which provide well-informed information, problems/potential problems identified, short- and long-term financial implications, opportunities, results of efforts, risks, and recommendations for corrections.
• Perform any other tasks assigned by the line manager.