الوصف الوظيفي
Overview We are currently seeking a detail-oriented and organized Team Secretary to provide comprehensive support to our team. This position is essential for ensuring the smooth day-to-day operations of our department. The ideal candidate will possess excellent communication and organizational skills, with a strong background in diary management, travel arrangements, correspondence, internal communication coordination, team support, and report writing. The primary language for this role is English, and candidates must demonstrate a high level of proficiency in both written and spoken communication. Responsibilities
Organize and maintain documents, records, and files (including emails, reports, letters, schedules,
forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval.
Prepare reports, agendas, and papers for meetings.
Assist with data entry, generating reports, and compiling information as required by the team.
Support the team in drafting and collating pitching material.
Assist with MS Word, PowerPoint and Excel based tasks.
Ensure reports and outputs are adhere to formatting standards.
Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
Manage team diaries, scheduling appointments and arrange meetings with internal and external stakeholders, developers, agents, owners.
Prepare precise targeted e-marketing emails.
Liaise with internal and external accounts department to raise invoices, manage travel and expense reporting and handle other related tasks, ensuring compliance with audit regulations.
Arrange and execute post and courier services.
Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
Handle computer/database (KF Database, Contacts Register, Hub).
Maintain and up-to-date contact information in the People Search for the department.
Skills and Qualifications
Minimum of 5 years proven experience as a secretary, or in a similar role.
Excellent interpersonal and communications skills with fluency in English (both written and verbal).
Strong organizational and problem-solving abilities.
Ability to take initiative and work proactively.
Capable of handling periods of high workload effectively.
Exceptional attention to detail and a high level of accuracy.
Ability to maintain confidentiality and handle sensitive information appropriately.
Strong team player with the ability to build positive relationships.
Flexibility, adaptability, and a co-operative attitude.
Understanding of regional business culture and regulations.
Software: Microsoft Office programs (Excel, PowerPoint, Outlook) with advance proficiency in MS Word, including mail merge.
Language skills: Fluency in English, written and verbal.
