Secretary cum Receptionist

Job Description: Administrative Assistant

As an Administrative Assistant at Ghobash Trading & Investment, you will play a crucial role in supporting our dynamic team with clerical and administrative tasks. Key responsibilities include:

- Maintaining comprehensive office management files and filing systems.

- Logging all incoming inquiries and promptly informing the supervisor.

- Typing charts, reports, memos, and emails as requested by the supervisor.

- Independently preparing draft correspondence and reports.

- Creating and maintaining filing systems for forms, records, and databases.

- Sorting, labeling, filing, and retrieving documents.

- Producing presentations, reports, and documents as needed.

- Managing incoming calls and visitors, relaying messages, and responding to information requests.

- Arranging, coordinating, and scheduling meetings or appointments.

- Assisting in the preparation of presentations using Microsoft PowerPoint.

- Handling Excel spreadsheets and formatting when required.

- Managing mail pickup and distribution.

- Maintaining follow-up files to ensure timely replies to questions or comments.

- Handling travel arrangements and hotel bookings.

- Coordinating with the Office Assistant for guest/staff refreshments.

- Ensuring cleanliness and tidiness of offices, reception areas, conference rooms, and kitchens.

Qualifications:

- Bachelor’s degree in any discipline from a recognized University/Institution.

- Advanced skills in Microsoft Office Applications (Excel, PowerPoint, and Word).

- Typing skills exceeding 50 words per minute, with good knowledge of Business English (Arabic is a plus).

- Ability to draft correspondence and a successful track record in similar duties.

Experience Requirements:

- Minimum of 3-5 years of experience in a similar role, with 3-4 years specifically handling correspondence, reports, and charts.

- Proficient in entering, retrieving, updating, and systematic follow-up.

- Excellent command of written and spoken English; Arabic language proficiency is advantageous.

Attributes and Behaviors:

- Familiarity with office organization and optimization techniques.

- High degree of multitasking and time management capability.

- Excellent written and verbal communication skills.

- Integrity and professionalism.

- Professional attitude and pleasant appearance.

- Ability to be resourceful and proactive when issues arise.