Administrative /PA/EA/Secretarial

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The Company:

A leading investment and advisory firm based in Dubai

The Role:

The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure the department effectiveness and efficiency. The Office Manager plays a key role in making sure an office is running efficiently.

Major Responsibilities:

  • Maintain office records & efficiency:
  • Design filing systems Ensure filing systems are maintained and up to date
  • Define procedures for record retention
  • Ensure protection and security of files and records
  • Ensure effective transfer of files and records
  • Transfer and dispose records according to retention schedules and policies
  • Ensure personnel files are up to date and secure Plan and implement office systems, layout and equipment procurement
  • Maintain and replenish inventory Check stock to determine inventory levels
  • Anticipate needed supplies Verify receipt of supply
  • On occasion maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
  • On occasion represents the executive by attending meetings in the executive's absence; speaking for the executive
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
  • Maintains customer confidence and protects operations by keeping information confidential

Qualifications & Desired Skills:

  • Bachelor Degree in Business Admin or Certification in Administration/Project Management
  • Minimum of 5 to 8 years’ experience with company of similar size or bigger.
  • Effective verbal and listening communications skills
  • Time management skills
  • Knowledge of administrative and clerical procedures
  • Knowledge of human resource management and supervision
  • Knowledge of computers and relevant software applications
  • Knowledge of customer service principles and practices
  • Relationship and customer service skills
  • Staying on-task to completion, particularly in the face of obstacles or other trying circumstances.
  • Ability to identify and set priorities, plan and effectively allocate appropriate resources
  • Ability to work well under pressure, while maintaining effectiveness and self-control
  • Cooperating with others and working toward consensual solutions to achieve the group's objectives.
  • Adapts to changing work environments, work priorities and organizational needs
  • Sets and maintains high performance standards, pays close attention to detail, accuracy and completeness.
  • Maintains confidentiality and adheres to organizational policies and procedures.


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