Friday, October 14, 2011

Senior Secretary Vacancy @ Etihad Careers



Senior Secretary

Country
UAE

City
Abu Dhabi

Department
Closing date
15 October 2011

Job Description

In order to provide comprehensive administrative support to the Technical Services General Manager to facilitate the efficient functioning of the department, prioritize all appointments and activities and ensure adequate department supplies, resources and other administrative work.


Responsibilities
Maintain diary(s) and ensure viewing access to senior managers’ diaries in order to respond to queries pertaining to senior managers’ availabilities. Filter and steer contacts and activities based on levels of priorities and urgencies as required.

Manage and organize internal and external meetings; communicate and confirm attendees, confirm agenda, ensure meeting resources (e.g. meeting rooms, handouts, press packs, agenda, food, equipment, etc.) are prepared, and organize travels. Ensure preparation and follow up for regular department meetings. Take minutes of meetings where required and distribute to attendees in a timely fashion following meetings and coordinate the receipt of any follow up items from senior management team.

Process and manage all inbound and outbound data and information as directed by department senior management, both confidential and routine; screen and sort mails, e-mails and other documents and ensure acknowledgments and responses are provided; review documents and if necessary ask for supporting data before forwarding for approval and signature.

Prepare correspondence, reports and presentations. Ensure accuracy of information, attention to detail, timely data collection, integration of information where applicable, appropriate use of business language, preparation and submission within required time lines. Ensure readiness of reports as required.


Manage the department’s petty cash and stationery. Maintain records of expense claim documentation, invoices, etc. Maintain office supplies keeping stock record and ordering replenishments.
Manage travel arrangements for the department Personnel as required, consultants, guests, etc., including assisting with securing visas.
Prepare and update weekly and monthly management attendance schedule. Maintain administrative records for annual leave, duty travel and absence to ensure optimum staff levels are maintained.
Upload and edit department information on EY intranet. Ensure that all functionalities are displayed properly.
Assist in department specific tasks (e.g. update and maintenance of records, IT systems, databases, etc.), functions and other special projects as required.


Requirements

You must have a diploma level, with additional certifications on office management or secretarial and computer courses.

You should have 4 to 6 years overall experience in secretarial or administrative role, of which at least 1 to 2 years exposure in the relevant department is preferred; experience in a multi-cultural working environment ideally in an airline office.

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Etihad Airways For More Information about Etihad careers and apply Etihad careers online visit : Etihad Careers or Etihad
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