Senior Administrator (Jebel Ali) - UAE Nationals only
Job Description
Job description:
To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)s and/or management staff's area of responsibility
Note: Secretary Level 2
This is the experienced level. The employee performs a full range of secretarial assignments and uses judgment in making decisions where alternatives are determined by established policies and procedures
Correspondence and Documentation- Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.
- Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
- Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
- Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.
- Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.
- Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.
- Takes minutes or recordings of meetings for distribution to meeting participants
- Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.
- Enters, retrieves, updates, verifies, and deletes information from electronic files.
- Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that stocks meet demand
- Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment
- Performs other related duties or assignments as directed
Minimum Qualifications:
- Educational level typically acquired through completion of high school.
Minimum Experience:
- Three years of administrative support experience including one year equivalent to experienced administrative support work or equivalent to a Secretary Level 1
Profile description:
To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)s and/or management staff's area of responsibility