Senior Personal Assistant

Provide efficient and effective personal assistance and secretarial support to the division chief including time management, administrative duties and first point of interface with callers / visitors, while displaying a high degree of initiative and discretion in carrying out the role.

KEY ACCOUNTABILITIES:

• Provide a complete secretarial and administrative service to the chief of Division to facilitate divisional processes and allow him / her to concentrate on mainstream activities.
• Provide a complete correspondence service, routing correspondence as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently.
• Observe confidentiality procedures and register / track accountable documentation to ensure security and control.
• Arrange meetings called by the Division Chief, and ensure all relevant facilities are available and are booked. Draft the topics of the agenda and prepare minutes of meetings as required.
• Provide efficient personal assistance and correspondence support to the Chief of the Division, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.
• Act as first point of contact for both internal and external parties who wish to contact or meet the Chief of Division and screen the requests to ensure those with genuine and important reasons are given priority.
• Provide diary management support to ensure the Chief of Division’s time is allocated effectively among various responsibilities.
• Take initiative on behalf of the Chief of Division to identify and deal with problems and issues that arise to ensure the smooth running of the Chief of Division’s office.
• Provide time management service for the Chief of Division to ensure he/she is able to attend all key meetings at the appointed times with all relevant documents needed for the meeting.
• Prepare and compile documentation, including project and divisional related reports and documents, ensuring they are completed and prepared in time for meetings and discussions.
• Smooth uninterrupted workflow management.

Knowledge & Experience:

• Minimum qualification required is a college degree
• Minimum experience required is 3 – 5 years experience in a secretarial position within a corporate environment.

Language:

• Excellent verbal, written, presentation, and interpersonal communication skills.
• Bilingual in English and Arabic is Mandatory.

Skills needed:

• Organized
• Co-ordination skills
• Accurate Record Keeping
• Interpersonal skills
• Computer skills
• Communication & interpersonal skills
• Time Management