Personal Secretary & Assistant , Abood Group of Companies

Abood Group of Companies is a diversified organization operating in transportation, tourism, petroleum, media broadcasting and real estate industry. The Managing Directors office is looking to recruit a dynamic, presentable, well spoken and organized personal secretary to manage all secretarial and administrative functions to the Managing Directors Office.

Duties &Responsibilities: Within delegated authority the Personal Secretary & Assistant will be responsible for the following duties:

• Devising and maintaining office systems, including data management and filing

• Arranging travel, visas and accommodation for the management.

• Take notes or dictation at meetings or to provide general assistance during presentations;

• Take minutes of meetings accurately, using short-hand when required and type these into a formal document as and when required;

• Screening phone calls, enquiries and requests, and handling them when appropriate;

• Meeting and greeting Directors visitors at all levels of seniority;

· Organizing and maintaining diaries and making appointmentsin a pro-active and efficient manner.

• Dealing with all incoming and outgoing email, faxes, memos and post, often corresponding on behalf of the Director;

• Carrying out background research and presenting findings;

• Producing documents, briefing papers, reports and presentations;

• Organizing and attending meetings and ensuring the Director is well prepared for meetings;

• Liaising with clients, suppliers and other staff.

• Printing, photocopying, binding documents.

• Managing all confidential documents for the Managements office.

• Ordering stationary and other supplies for the Directors office.

• Organize the email filing systems of the Directors and file appropriately;

• Organize the soft-filing systems of the Directors and file appropriately;

• Organize the hard filing systems of the Directors and file appropriately;

• Organize the standard travel requirements of the Directors and plan their itinerary in advance, saving as much time and expenditure as possible;

• Organize the diaries of the Directors based on all information from emails, meeting requests, memos, travel itineraries, etc in a user-friendly (i.e. by the Directors) format;

• Any other duties assigned by the Director.

Candidate Attributes:

• Excellent organization skills, attention to details and efficiency;Confident in abilities; Able to use initiative; Able to deal with sensitive and complex situations;

• Self-motivated and career-driven;Proven ability to maintain confidentiality,impartiality and discretion.

Education: Hold a relevant qualification in business / administration management/ Secretarial Studies;

Experience: A minimum of 3 to 5 years similar experience within a personal secretarial function. Excellent and thorough Microsoft Word (2010 / Windows 7/8) knowledge with extensive understanding of the use of PowerPoint, Excel and other MS software and packages

Language:

• Excellent English language and grammar skills – written and verbal;

• Excellent communication skills – written and verbal;

• Foreign language would be added advantage

Job application procedure

Submission of applications: Qualified candidates may submit their application by sending a complete and comprehensive CV and a letter of interest via e-mail to recruitment@aboodgroup.com under the reference Application for PersonalSecretary & Assistant