Job Description

Role Overview

Join a vibrant and forward-thinking organization as an Office Secretary based in the prestigious Al Reem Island district of Abu Dhabi. This is a unique opportunity for an experienced administrative professional to contribute to the smooth functioning of a dynamic office environment. As the first point of contact, you will play a pivotal role in ensuring efficient communication and operational excellence. Your organizational skills and proactive approach will be key assets as you support both management and team members in day-to-day activities.

Responsibilities

• Manage Incoming Communications: Professionally handle all incoming phone calls and emails, ensuring messages are relayed promptly and inquiries are addressed efficiently.
• Appointment Scheduling: Organize and coordinate appointments, meetings, and conference calls for staff and management, maintaining an up-to-date calendar and sending timely reminders.
• Office Record Maintenance: Keep accurate and confidential records, including filing, documentation, and record-keeping systems, ensuring information is easily accessible and up to date.
• Meeting Coordination: Prepare agendas, reserve meeting rooms, and facilitate smooth meeting operations. Take and distribute meeting minutes as required.
• General Office Support: Assist with various administrative tasks such as photocopying, scanning, correspondence, and maintaining office supply inventories.
• Visitor Reception: Greet and assist visitors in a courteous and professional manner, reflecting the company’s welcoming culture.
• Operational Efficiency: Identify opportunities to streamline office procedures and support process improvements for a more productive work environment.

Requirements

• Educational Background: Diploma or bachelor’s degree in Business Administration, Office Management, or any related field is preferred.
• Language Proficiency: Fluency in English is essential. Additional proficiency in European, Russian, or Ukrainian languages will be highly regarded and is advantageous for engaging with an international clientele.
• Organizational Skills: Demonstrated ability to prioritize tasks, manage multiple schedules, and handle sensitive documentation with discretion.
• Communication Skills: Exceptional verbal and written communication abilities, with a friendly and professional presence both in person and over the phone.
• Technical Competence: Solid working knowledge of MS Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment.
• Professional Appearance: Presentable, with a polished demeanor befitting a client-facing role.
• Proactive Attitude: Eagerness to anticipate office needs and take initiative in problem-solving and multitasking.
• Experience: Prior experience in a similar administrative or secretarial role is highly desirable.

Benefits

• Prime Location: Work in the heart of Al Reem Island, one of Abu Dhabi’s most sought-after business and lifestyle destinations.
• Dynamic Work Culture: Become part of a supportive and collaborative team that values innovation and efficiency.
• Professional Development: Opportunities for on-the-job learning, skill enhancement, and career growth within the organization.
• Competitive Compensation: Attractive salary package and benefits commensurate with experience and qualifications.
• Modern Office Setting: Enjoy a well-equipped, comfortable workspace designed to foster productivity and well-being.

Work Environment

You’ll be joining a diverse and energetic team that values professionalism, mutual respect, and open communication. The office is designed for comfort and collaboration, with modern amenities and a welcoming atmosphere. The role offers a balanced blend of routine administrative duties and opportunities to contribute ideas for process improvement, making each day both structured and engaging.

Why Join Us?

If you excel in fast-paced environments, thrive on organization, and take pride in supporting a high-functioning team, this role offers the ideal setting to showcase your skills. Your contributions will be valued, and your efforts will directly impact the efficiency and atmosphere of the office. Step into a key role in a respected organization and help shape the administrative backbone of our operations in Abu Dhabi.

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