Secretary PA Required in Dubai

A Secretary/Personal Assistant (PA) provides high-level administrative support to executives or managers, ensuring the smooth running of daily operations. This role involves managing schedules, handling correspondence, organizing meetings, and acting as the main point of contact between the executive and other internal or external stakeholders. The Secretary/PA must maintain a high level of discretion, organization, and professionalism while performing various administrative tasks to support business objectives.

Experience	1 – 5 years
Salary	AED 3,000 – 4,000 ($811 – $1,081)
Location	UAE, Dubai
Qualification	Any Graduation
Posted	26 September 2024
Job Type	Full-Time
Posted by	Habeebi Recruiter
last date to apply	apply within 15 days

Responsibilities

1. Diary Management and Scheduling

One of the primary duties of a Secretary/PA is managing the executive’s calendar. This includes scheduling meetings, appointments, and events, ensuring there are no scheduling conflicts. The PA is responsible for prioritizing engagements, confirming attendance, and providing reminders for important events. Efficient time management is critical to ensure the executive’s schedule runs smoothly and is optimized for productivity.

2. Correspondence and Communication

A key responsibility is handling all forms of communication for the executive, such as answering phone calls, responding to emails, and drafting correspondence. The PA acts as a gatekeeper, screening calls and emails to determine their importance and whether they require the executive’s attention. This includes writing professional responses on behalf of the executive and maintaining clear and prompt communication with internal and external stakeholders.

3. Meeting Coordination

The Secretary/PA is responsible for organizing meetings, which includes booking venues, preparing agendas, and distributing relevant materials to participants ahead of time. During meetings, the PA may also take minutes and follow up on action points, ensuring that tasks are delegated and deadlines are met. This ensures that meetings are productive and that all follow-up tasks are completed efficiently.

4. Travel Arrangements

The PA handles all aspects of the executive’s travel arrangements, including booking flights, hotels, and transportation. This involves creating detailed travel itineraries that include flight schedules, accommodation information, and meeting times. The PA must be proactive in managing any changes or disruptions to travel plans, ensuring the executive’s trips run smoothly and on schedule.

5. Document Management and Filing

Maintaining an organized system for managing documents is a crucial task for a Secretary/PA. This includes creating, updating, and filing important documents such as contracts, reports, and confidential files. The PA ensures that documents are easily accessible when needed and that all filing systems, whether physical or digital, are up to date and secure. Confidentiality is critical in handling sensitive information.

6. Administrative Support

Beyond basic secretarial duties, a PA provides comprehensive administrative support, such as preparing presentations, organizing files, conducting research, and compiling reports. This may also include managing office supplies, arranging catering for meetings, or liaising with other departments to coordinate various tasks. The PA is often relied upon to handle ad hoc projects and administrative challenges, requiring flexibility and problem-solving skills.

7. Liaison with Internal and External Stakeholders

The Secretary/PA serves as the key point of contact for all inquiries directed to the executive, acting as a liaison between the executive and other departments or external clients. This involves coordinating communications, resolving issues, and ensuring that information is relayed efficiently and accurately. The PA must ensure professional interactions at all times, fostering positive relationships with stakeholders.

8. Event Planning and Coordination

In some cases, a Secretary/PA may be required to assist in planning and coordinating corporate events, such as conferences, seminars, or client meetings. This includes selecting venues, managing budgets, coordinating guest lists, and ensuring all logistical details are addressed. The PA ensures that events run smoothly, creating a professional environment that reflects positively on the organization.

Qualifications

A successful Secretary/PA should have a background in administration or secretarial studies, with excellent organizational and communication skills. Proficiency in office software such as Microsoft Office, email platforms, and scheduling tools is essential. The role requires strong attention to detail, the ability to handle multiple tasks simultaneously, and a high degree of professionalism and discretion. Experience in managing executive-level responsibilities is an advantage, along with the ability to work independently and handle confidential matters with integrity.

How to apply:

Send your updated resume to our email or directly reach us at our phone:

Email:    info@naffco.com

Telephone:  +971 4 815 1111

Fax:  +971 4 815 1222