Secretary-Project Execution

Roles and Responsibilities

1. Provide comprehensive secretarial and administrative support to the Head of Department (HOD) and departmental team to ensure smooth daily operations.
2. Manage calendars, schedule meetings, prepare agendas, record meeting minutes, and maintain accurate records and action trackers.
3. Develop, maintain, and administer document control systems, ensuring proper filing, tracking, and retrieval of departmental records.
4. Perform administrative duties including data entry, correspondence management, document preparation, printing, scanning, and filing.
5. Coordinate travel arrangements, including flight bookings, hotel reservations, visa processing, and travel expense claims.
6. Raise and monitor purchase requisitions for departmental requirements and ensure timely processing of administrative purchases.
7. Monitor and maintain departmental stationery, office supplies, and inventory to support uninterrupted operations.
8. Support departmental staff with day-to-day administrative activities and assist in the execution of special projects and ad hoc assignments.
9. Organize employee engagement activities such as birthdays, recognition programs, onboarding events, work anniversaries, and farewell gatherings.
10. Ensure confidentiality, professionalism, and effective communication while liaising with internal and external stakeholders.

Qualifications & Experience

• High School Diploma or equivalent qualification.
• 5 to 7 years of administrative/secretarial experience, preferably within the Gulf region.
• Proficiency in Microsoft Office applications and administrative systems/tools.
• Strong organizational, communication, multitasking, and time management skills.

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