Senior Executive Assistant & Office Operations Lead

Ega; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Emirates Global Aluminium is seeking an experienced administrative secretary to coordinate office activities and perform secretarial assignments for professional or management staff in support of ongoing operations.

Secretarial duties include scheduling meetings, preparing records, and maintaining correspondence and reports related to the responsible areas. This is an advanced level with increased responsibility in policy interpretation and liaison with staff and management.

Qualifications

• Knowledge of office practices, procedures, and computer software programs.
• Knowledge of correct English usage and grammar.
• Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets.

Responsibilities

• Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms as required by the team.
• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
• Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.
• Assists in creating and revising forms; proposes procedures, formats, and standards for office correspondence.
• Reviews and evaluates applications, petitions, contracts, or other documents to determine if prescribed requirements are met for acceptance or approval.
• Receives and screens visitors and telephone calls, takes messages, schedules appointments for the team and provides information to callers requiring knowledge of agency's operation, and the interpretation and application of policies and procedures.
• Makes scheduling commitments for the team for meetings, conferences and speeches and assembles related necessary materials.
• Schedules and arranges meetings and conferences for the team and notifies interested parties; makes travel reservations as needed.
• Takes minutes or recordings of meetings for distribution to meeting participants.
• Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
• Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.
• Enters, retrieves, updates, verifies, and deletes information from electronic files.
• Locates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content for professional(s) and/or management staff.
• Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels in order to ensure that inventory stocks meet demand.
• Serves as liaison between management and staff by overseeing the work of office support staff in the unit, transmitting information, explaining appropriate work instructions, and following up on assignments.
• Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment.
• Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.
• Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment.
• Performs other related duties or assignments as directed.

Skills

Office procedures

English grammar

Office documentation

Education

High School Completion

Job description

Emirates Global Aluminium is seeking an experienced administrative secretary to coordinate office activities and perform secretarial assignments for professional or management staff in support of ongoing operations.

Secretarial duties include scheduling meetings, preparing records, and maintaining correspondence and reports related to the responsible areas. This is an advanced level with increased responsibility in policy interpretation and liaison with staff and management.