Executive Secretary - Operations

Gulf Air; Manama; On-site; BHD 12,000 - 18,000; Full time

Job summary

Gulf Air in Bahrain seeks an experienced secretary to provide comprehensive secretarial support to the Chief Division Head, organizing the office and ensuring an efficient workflow. The role involves managing calendars, handling confidential correspondence, arranging travel, and coordinating with multiple departments.

You will require 5–7 years of secretarial experience, strong English and Arabic language skills, and proficiency in office software.

Qualifications

• 5–7 years secretarial experience or equivalent office work/management.
• Strong command of English and Arabic
• Computer literate; good organizational and interpersonal skills
• Willing to work long and flexible hours

Responsibilities

• Manage Chief's daily appointments, meetings, conferences; prepare agendas and maintain records.
• Handle incoming/outgoing correspondence and documents confidentially.
• Prepare all correspondence for signature in house style within deadlines.
• Delegate and follow up activities to ensure matters not needing Chief's attention are actioned.
• Receive guests and maintain a professional image of the Chief's office.
• Monitor stationery and ensure adequate supplies for the Chief's office.
• Make travel arrangements and reservations for the Chief and guests.
• Respond to customer queries and direct to appropriate departments.
• Assist Chief in time management and resolve staff issues with departments or directives.
• Monitor conference room schedules and coordinate bookings.
• Coordinate for New joiner induction, gate passes, stationery, visitors, duty travels, etc.
• Travel to old Headquarter and airport maintenance offices for admin and documentation tasks.
• Undertake any other duties assigned by the Chief.

Skills

English

Arabic

Education

Secretarial Diploma or equivalent incl. Shorthand

Job description

Main Objectives

To organize the office and provide a full secretarial service to the Chief Division Head in order to maintain an efficient and effective workflow for him

Main Duties

• 1 Manage the Chief s daily appointments meetings conferences for Chief s and make available all required agendas documents and subsequently keep records for his prior commitments
• 2 Handle the incoming and outgoing correspondence and documents of Chief s office in strict confidential manner
• 3 Prepare all correspondence and documentation for signature of Chief in accordance with house style and within specific time limits
• 4 Delegate and follow up activities to ensure matters that do not need the Chief s attention are actioned
• 5 Receive guests to the Chief s office to represent a good image and maintain relations
• 6 Monitor and organize stationery for the Chief s office to ensure adequate supplies are always available
• 7 Make travel arrangements and reservations for the Chief and his guests
• 8 Answer customer queries and complaints and be able to direct them to concerned departments
• 9 Assist the Chief to manage his time by meeting the staff coming to him and resolving their issues independently through department concerned or with directives from the Chief
• 10 Monitor and organize the conference rooms schedule
• 11 Act as a Coordinator for the Division to assist in various jobs such as but not limited to New joiner induction process Airport gate passes process stationery requirements management visitors requirements Duty travels etc
• 12 Commute to old Headquarter and airport maintenance offices to execute certain admin and documentation jobs as required
• 13 Undertake any other tasks or duties assigned by the Chief

Experience

Minimum 5 to 7 years secretarial experience or equivelant office work / office management experience.Good command of English and Arabic Languages and ability to undertake self-correspondence, and must be computer literate.Must be able to conceptualize with high level of organizational and good inter-personal skills.Must be able to work long and flexible hours.

Qualifications

Secretarial Diploma or equivalent including Shorthand writing skills.