Male Secretary/Admin Assistant

Job Listing No: 9741365

Male Secretary/Admin Assistant

Job Purpose Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff. Primary Duties and Responsibilities Administrative Assistants perform a wide range of duties including some or all of the following: Reception • Answer general phone inquiries using a professional and courteous manner • Direct phone inquires to the appropriate staff members • Reply to general information requests with the accurate information • Greet clients/suppliers/visitors to the organization in a professional and friendly manner Office administration • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents • Sort incoming mail, faxes, and courier deliveries for distribution • Prepare and send outgoing faxes, mail, and courier parcels • Forward incoming general e-mails to the appropriate staff member • Forward voice mail from the general mailbox to the appropriate staff member • Purchase, receive and store the office supplies ensuring that basic supplies are always available • Code and file material according to the established procedures • Update and ensure the accuracy of the organization’s databases • Back-up electronic files using proper procedures • Provide secretarial and administrative support to management and other staff • Make travel, meeting and other arrangements for staff • Coordinate the maintenance of office equipment Assist with financial management • Use computer software to prepare invoices and financial statements • Code and file financial material according to established records management procedures • Process accounts payable ensuring timeliness and accuracy of information • Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup • Prepare accurate bank reconciliations and deposits • Administer petty cash according to established procedures • Assist with financial reports as required • Month end duties as required Provide Board support • With the Executive Director, prepare meeting agendas and supporting material for distribution • Ensure the timely distribution of material to the Board • Support the Board with meeting, travel and other arrangements • Draft minutes of Board meetings for review by the Executive Director • Create action list for management staff from board meetings Qualifications Education • High School Diploma • Post secondary education in business, computers, or office management is an asset Knowledge, skills and abilities Proficiency in the use of computer programs for: • Word processing • Databases • Spreadsheets • Bookkeeping • E-mail • Internet Proficiency in the use of office equipment: • Computer • Voice messaging systems • Fax • Photo copier Personal characteristics Administrative Assistants should demonstrate competence in some or all of the following: • Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization. • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization. • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques. • Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters. • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness. • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization. • Organization: Set priorities, develop a work schedule, monitor progress t

Details: Posted on: 16th June 2015

  • Employment Type: Full Time
  • Monthly Salary: 4,000 – 5,999 AED
  • Job Role: Secretary
  • Minimum Work Experience: 2-5 Years
  • Minimum Education Level: High-School / Secondary
  • Listed By: Recruiter
  • Company Size: 1-10 Employees
  • Career Level: Junior
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