Secretary

JOB OVERVIEW

We are looking for a detail-oriented and efficient Executive Secretary to join our dynamic advertising team. The ideal candidate will have a strong understanding of how an advertising agency operates, particularly regarding the movement of jobs from account management to production.

You will serve as the administrative backbone of the office, ensuring that all commercial documentation (Quotes, Invoices, Delivery Notes) is processed accurately and that communication between the office, the studio, and the production floor runs smoothly.

KEY RESPONSIBILITIES

1. Documentation & Commercial Processing:

• Prepare and issue official business documents including Quotations, Delivery Notes (DN), and Tax Invoices with high accuracy.
• Draft and manage supportive documentation regarding transport and logistics, ensuring shipment papers are ready for the dispatch of advertising materials.
• Maintain an organized digital and physical filing system for all commercial records.

2. Communication & Coordination:

• Call Management: Answer incoming calls professionally, maintain a detailed log of inquiries, and redirect messages to the relevant staff members.
• Internal Liaison: Act as a coordinator between the administration/sales team and the Production and Studio departments to ensure job orders are clear and timelines are met.
• Respond to email inquiries in a timely and professional manner.

3. General Administration:

• Assist with daily office operations and provide administrative support to management.
• Schedule appointments and manage the calendar when required.

REQUIREMENTS

• Experience: Previous experience in an Administrative or Secretarial role. Knowledge of the Advertising, Printing, or Media production industry is highly required.
• Technical Skills: Advanced proficiency in Microsoft Office (specifically Excel for quotations/invoices, Word for correspondence, and Outlook for emails).
• Language: Excellent command of English (Spoken and Written) is mandatory.
• Soft Skills: Strong organizational skills, ability to multitask, and a professional telephone etiquette.

PREFERENCES

• Nationality: Open to all nationalities; however, candidates from the Philippines or Nepal are preferred.
• Language: Understanding of Arabic is a distinct advantage (but not mandatory).
• Gender: Male or Female candidates are welcome to apply.

Job Type: Full-time

Pay: AED2,000.00 - AED3,000.00 per month