Executive Assistant - Emiratisation

To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.Note: Secretary Level 3This is the advanced level. The employee performs advanced secretarial assignments, functioning as a management assistant. At this level, the employee has increased responsibility in such areas as interpreting policies and procedures, serving as liaison to staff and higher level management, researching and preparing materials for managerial decisions, and participating in other management assistant activities as identified in the Additional Job Duties.NOTE: The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.KEY ACCOUNTABILITIESCorrespondence and DocumentationComposes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms as required by the teamSorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports. Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to relevant team memberAssists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel recordsAssists in creating and revising forms; proposes procedures, formats, and standards for office correspondenceReviews and evaluates applications, petitions, contracts, or other documents to determine if prescribed requirements are met for acceptance or approvalVisitors and Incoming CallsReceives and screens visitors and telephone calls, takes messages, schedules appointments for the team and provides information to callers requiring knowledge of agency's operation, and the interpretation and application of policies and proceduresMeetingsMakes scheduling commitments for the team for meetings, conferences and speeches and assembles related necessary materialsSchedules and arranges meetings and conferences for the team and notifies interested parties; makes travel reservations as neededTakes minutes or recordings of meetings for distribution to meeting participantsProofreading and EditingProofreads and corrects prepared materials for correct grammar, format, completeness, and contentInformation Recording and ArchivingEstablishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's controlEnters, retrieves, updates, verifies, and deletes information from electronic filesLocates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content for professional(s) and/or management staffOffice SuppliesDetermines needs and orders office supplies, equipment, repair and maintenance services through agency channels in order to ensure that inventory stocks meet demandAllocation of WorkServes as liaison between management and staff by overseeing the work of office support staff in the unit, transmitting information, explaining appropriate work instructions, and following up on assignmentsOperational EfficiencyAssists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipmentSafety, Quality & EnvironmentComplies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environmentRelated AssignmentsPerforms other related duties or assignments as directedAUTHORITY/ DECISION MAKINGWorks independently within clearly defined policies and objectivesKeeps manager updated and recommends improvements as requiredEstablishes the work plan, determines the priorities in consultation with manager and works out the processes needed to achieve objectivesQUALIFICATIONS & SKILLSMinimum QualificationsHigh School CompletionFour years of administrative support experience including two years equivalent to experienced administrative support work or equivalent to a Secretary Level 2SkillsKnowledge of office practices, procedures, and computer software programsKnowledge of correct English usage and grammarKnowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets#J-18808-Ljbffr