Secretary at Tech Company

We are seeking a highly organized and detail-oriented Secretary to join our dynamic team at a leading tech company in Dubai, UAE. The ideal candidate will play a key role in supporting the executive team and ensuring the smooth operation of the office. This position requires excellent communication skills, a proactive attitude, and the ability to manage multiple tasks efficiently. As a Secretary, you will be responsible for facilitating communication between departments, managing schedules, and handling administrative tasks that are vital for the company's success.

Responsibilities

1. Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements.
2. Prepare and organize documents, reports, and presentations for meetings and conferences.
3. Act as a liaison between executives and internal/external stakeholders, ensuring timely communication and follow-up.
4. Coordinate office activities and operations to ensure efficiency and compliance with company policies.
5. Handle incoming calls, emails, and other correspondence, prioritizing urgent matters and responding appropriately.
6. Maintain filing systems and databases, ensuring all records are up-to-date and easily accessible.
7. Assist in preparing budgets and tracking expenses for the department.
8. Support the onboarding process for new employees by preparing necessary documentation and orientation materials.
9. Conduct research and compile data as needed to support executive decision-making.
10. Implement and improve administrative processes to enhance productivity and workflow.

Preferred Candidate

1. Proven experience as a Secretary or in a similar administrative role, preferably in the tech industry.
2. Excellent verbal and written communication skills, with the ability to interact professionally with various stakeholders.
3. Strong organizational skills and attention to detail, with the ability to manage multiple priorities effectively.
4. Proficient in using office software such as MS Office Suite (Word, Excel, PowerPoint) and other relevant tools.
5. Ability to maintain confidentiality and handle sensitive information with discretion.
6. Strong problem-solving skills and a proactive approach to task management.
7. A positive attitude and ability to work well in a team-oriented environment.
8. Flexibility to adapt to changing priorities and work under pressure.
9. Fluency in English, with additional languages being a plus.
10. A degree in Business Administration or a related field is preferred.

Skills

• Organizational Skills: The ability to keep track of multiple tasks and prioritize them effectively is crucial for a Secretary, ensuring that all responsibilities are managed without oversight.
• Communication Skills: Strong verbal and written communication skills are essential for interacting with team members, executives, and external partners, facilitating clear and efficient information exchange.
• Technical Proficiency: Familiarity with office software, including word processing, spreadsheet, and presentation applications, is necessary to perform daily tasks efficiently and accurately.
• Time Management: Effective time management skills enable the Secretary to juggle various responsibilities and meet deadlines, ensuring that all tasks are completed on time.
• Attention to Detail: A keen eye for detail helps in maintaining accurate records and documents, which is vital for supporting the executive team and the overall functioning of the office.