Private Secretary & Operations Support ( Male)

Designation: Private Secretary & Operations Support (Male)

Job Type: Permanent

Duties & Responsibilities:

Your main responsibilities in this role include the following:

• Act as the point of contact between the individual and internal/external parties via phone calls and other methods of communication.
• Meeting and greeting visitors at all levels of seniority.
• Screen and direct phone calls and distribute correspondence.
• Handle requests and queries appropriately.
• Manage and organize diaries, scheduling appointments, meetings, and events.
• Maintain an events calendar and send reminders.
• Exercise discretion and understand confidentiality issues.
• Make transport, business accommodation, and travel arrangements.
• Organize events and conferences.
• Facilitate for the executive and manage social and familial ceremonies.
• Prepare facilities for scheduled events and arrange refreshments, if required.
• Prepare reports, presentations, and briefs.
• Maintain databases and filing systems.
• Collate and file the manager’s business requirements.
• Take dictation and minutes, and follow up on outstanding tasks.
• Produce reports, presentations, and briefs.
• Report to executive management and perform secretarial and administrative duties as directed.
• Type, format, and edit reports, documents, and presentations, transcribing from dictation.
• Enter data, maintain databases, and keep records.
• Manage internal and external correspondence on behalf of senior management.
• Copy, scan, and fax documents, as well as take notes.
• Order office supplies and manage mail and courier services.
• Observe best business practices and etiquette.

Requirements:

• Proven work experience as a Private Assistant with 3-4 years managing senior management & proprietors of companies.
• English proficiency; Arabic language is an additional preferable skill.
• Outstanding organizational and time management skills.
• Up-to-date with the latest office gadgets and applications.
• Ability to multitask and prioritize daily workload.
• Excellent verbal and written communication skills.
• Discretion and confidentiality.
• High School degree; PA diploma or certification would be considered an advantage.
• Certification in secretarial work, office administration, or related training.
• Extensive experience in creating documents and spreadsheets using office software such as MS Word, Excel, and PowerPoint.
• Advanced typing, note-taking, recordkeeping, and organizational skills.
• Ability to manage internal and external correspondence.
• Working knowledge of printers, copiers, scanners, and fax machines.
• Proficiency in appointment scheduling software such as MS Outlook.
• Exceptional interpersonal skills.
• Ability to follow established processes.
• Highly organized with excellent time management skills.
• Ability to communicate clearly and concisely with clients of all levels both internally and externally.
• Experience in creating and maintaining office management systems and procedures.
• High level of attention to detail.

Mandatory Skills:

• Male, aggressive, task master, go-getter, charming personality.
• Customer service skills are of utmost importance.
• Par excellence communication & correspondence skills.
• Excellent interpersonal skills.
• Exemplary planning, strong time management & organizational skills.
• Proactive, detail-oriented, and organized.
• Proven ability to manage a flexible schedule beyond regular office hours.
• Always available, mobile, and open to travel.
• Outstanding verbal and written communications skills.
• Ability to interact with high-profile clients and executives.

Job Type: Full-time

Pay: From AED6,000.00 per month

Experience:

• Secretary: 3 years (Preferred)