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POSITION: Secretary

Summary Description

Provides administrative and secretarial support to the project team and handles routine administrative tasks under general supervision.

Main Responsibilities  (This is not the complete list)

·         Types memos, letters, e-mails, and prepares documents and presentations according to requirements and instructions.

·         Coordinates with project team members with regard to information gathering / sharing, and following-up.

·         Maintains and processes documents for the project team review and signatures.

·         Screens incoming telephone calls, letters and e-mails, and filters them based on priority and importance.

·         Diplomatically handles interactions over calls to direct or hold calls appropriately.

·         Prepares communication briefs on various subjects as required.

·         Manages the daily and weekly schedule for and maintains the appointment calendar for project team.

·         Liaises with concerned parties for meetings to ensure smooth coordination.

·         Receives visitors and looks after their comfort and coordinates their meetings with project team members.

·         Makes travel arrangements for project team members by booking flights, accommodation and transport as per travel policy.

·         Identifies equipment, furnishings, hardware and software requirements for project team members

·         Liaises with the Administration section for acquiring and installing office equipment for project team members.

·         Ensures proper documentation, handling, safe storage and easy retrieval of information.

Education & Experience

·        Mandatory Arabic Language Skills.

·        Bachelor's degree in a relevant discipline.

·         Around 15 years of experience as an Administrative Assistant or Secretary

·         3-5 years in a similar role preferably in a medium to large Project Management organization.