Title: Executive Secretary Salary: AED 10000/- p.m. Location: Dubai Industry: Tobacco Contract: Permanent Languages: English OR Arabic OR Both Preferred qualification Personal Assistant\'s or Office Administration Diploma or equivalent. Purpose of the Role The incumbent is responsible to greet, assist, and provide direction and information to new employees, commuting employees, providers, visitors, and other guests of the organization. Also, S/He will provide complete travel and administrative support to the Dubai office. Assist and support to the Dubai office team members in the areas of administration and co-ordination, while taking a high level of initiative and responsibility in order to assure the maximum efficiency. To organize and supervise all of the administrative activities including but not limited to; office supplies, events management/coordination, etc. Main Responsibilities Receptionist Functions: - Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages. - Promptly, accurately, professionally and courteously greets visitors at all times. - Ensures meeting rooms are clean and organized for upcoming meetings. Administrative Support: - Contact all technicians (Air Condition, Plumbers, Electricity, Phone Line, Locksmiths, Exterminators, etc.), in case there is any damage in the office. - Supervise cafeteria & stationery list: Coordinate with Travel Coordinator to ensure appropriate items are ordered and PR/PO is raised as per PPO policy. Responsible for all Admin PRs/POs; including coordination with BSC and vendors ensuring timely - Opens delivered mail and sorts into appropriate folders for distribution; also signs for deliveries when necessary and notifies recipients - Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; properly addressing; and preparing certified/return receipt mail. Also, timely coordinates with courier service supplier(s) when necessary. - Writes all letters that do not require salary details - Provides clerical support to the local team such as but not limited to: photocopies, scans, filling, reports, appointment scheduling etc. when necessary. - Create and follow-up on PR/POs for Cannon / HRG / Hotels etc.; ensure vendors are paid in time Office Management: - Supervise cleaners and the Office Girl/Boy - Ordering and maintaining office stationary stock (ex: pens, notebooks, etc.) - Ordering and maintaining pantry supplies stock (ex: groceries etc.) - Coordinate with HR to set up desks for new joiners (i.e. laptops, stationary etc.) IT Support: - Support IT Manager with IT request when needed (coordinating with suppliers etc.) - Manage IT Services Request when required such as: change the ext. names on telephone, updating phone numbers in Outlook, Distribution List management etc. - Support with printing issues, such as remove toners and inks or check for paper jams. Making sure that there is enough A4 paper in all the machines. Keeping the fax and printer area clean. Travel Management: - Secures international and domestic travel arrangements for the company staff and visitors - Coordinates with Travel Agent for International Air Ticket bookings, changes in tickets, refund and exchanging of tickets as per Company\'s Travel Policy and Procedures at all times. - Request flight options and sends those by e-mail to the Company staff who requested the trip - Preparation of Travel Order Form after they confirm the itinerary - Ensures TOF is approved prior to issuing tickets. - Handles international and domestic hotel reservations as per travel schedule(s) and in accordance with Company\'s guidelines at all times. - Handles all travel reservations (taxi, bus, railway and/or car rentals) as per travel schedule(s) and in compliance with Company\'s guidelines at all times. - Request Hotel Bookings for visitors to UAE Dubai as per their itinerary and shared confirmation via e-mail - Informs company employees on the visa process for the country in question (work-related travel only): - Provides documents requested by immigration authorities - Assist with appointment booking when feasible - Ensures that employees are aware of the process and steps and have documents available for the appointment - Manage all visit visas for visitors coming to Dubai Event Coordination including, but not limited to: - Hotel booking - Visa support - Transfer booking - Dinner booking Job Types: Full-time, Permanent, Contract Salary: AED10,000.00 per month