The unit purpose for the Administration team is to facilitate effective communication between the MD Office, executive leadership, and key stakeholders. The unit focuses on coordinating and managing communication channels for the MD Office.
The Receptionist cum Admin Asst.is responsible for managing and coordinating all aspects of MD Office and ensuring effective communication with key stakeholders. This role plays a vital part in facilitating smooth meetings, maintaining accurate records, and supporting effective communication channels internally and externally, along with handling all the responsibilities of the reception.
Main Tasks
1. Meeting Coordination
- Plan, coordinate, and execute all logistics for MD meetings, including scheduling, venue arrangements, agenda preparation, and distribution of meeting materials.
- Collaborate with employees to establish meeting schedules, agendas, and timelines.
- Assist in the preparation of presentations and reports, collaborating with internal departments to gather necessary data and information.
- Prepare meeting rooms, audio-visual equipment, and any required materials for MD Office meetings.
2.Reception
- Greeting Visitors: Greet them, make them feel welcome, and direct them to the appropriate person or department.
- Answering and Directing Calls: Managing phone calls, taking messages, transferring calls to the right person or department, and providing information as needed.
- Handling Mail and Deliveries: Receiving and distributing mail, packages, and deliveries, ensuring they reach the intended recipients.
- Scheduling Appointments: Scheduling appointments for clients or employees and maintain an organized calendar to avoid conflicts.
- Handling Inquiries: Answering general inquiries about the organization, its services, and its products.
- Multitasking: Need to manage various tasks simultaneously, such as answering calls, greeting visitors, and handling administrative duties.
3.Document Preparation
- Assist in the preparation, formatting, and proofreading of documents including, contracts, briefs, correspondence, MOU’s, NDA’s etc.
- Drafting letters and emails for correspondences whenever required.
- Ensure that documents are accurately prepared, organized, and filed.
4.Data and Document Management
- Help with the organization, maintenance, and retrieval of data and documents related to the MD Office.
- Ensuring data accuracy and accessibility.
5.Administrative Support
- Provide administrative support to the executive team as and when required.
- Assist in the coordination of special projects and initiatives as directed by the leadership team.
6.Compliance and Ethics
- Maintaining compliance with legal and ethical standards within the organization.
- Handling confidential and sensitive information with discretion, ensuring confidentiality is maintained.
- Adhere to professional conduct rules and contribute to upholding the integrity and reputation of the company
Job Type: Full-time
Salary: AED5,000.00 - AED10,000.00 per month
Application Question(s):
- Do you have a family book?
Experience:
- administrative assistant: 1 year (Preferred)
Language:
- English (Required)
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