Overview

My client is one of the leading visual communications and outdoor media Solutions Company in the UAE/Middle East is currently looking for an Executive Secretary to join their team in Sharjah. Below more details:

Secretarial Support

  • Maintain MD’s calendar of activities, time management, reminders, client and department meetings, conferences and exhibitions, takes dictation and prioritize matters and handle accordingly, Screen incoming calls external & internal, assist guests & clients, travel arrangements prepare itineraries and ensure confidentiality of the data at all levels.
  • Manage MD’s business email and WhatsApp account and to respond effectively on his behalf.
  • Manage MD’s personal (medical bills, vehicles, family visas, telephone bills, electricity bills, club membership, )

Sales Support

  • Handles client inquiries, prepare quotations/proposals with site presentations as per client requirements and the MD’s
  • Follow up confirmations, LPOs, Work Order Processing, Artwork coordination, Municipality Approvals, coordinate production and
  • Prepare Invoicing and follow up

Admin and Operations

  • Handle MD office Petty Cash, company stamps and act as custodian of the
  • Maintain electronic and paper records ensuring data is organized and easily accessible and act as custodian of
  • Work closely with key departments such as Finance, HR, IT, Production, Stores, Prints, Maintenance, Sales and Legal Department for daily, weekly and monthly
  • Anticipate and execute any other duties, including functional responsibilities and special projects

Requirements

  • 5 to 10 years in a similar position
  • Office Administration and Secretarial Diploma is a must
  • MAB-Marketing/Finance/HR and or Mechanical Engineering/B. Tech
  • Working days: Saturday to Thursday (Friday off)
  • Working Hours: 8AM to 6PM

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