Secretary, Office Administrator will provide secretarial assistance to the management and office administration. The responsibilities includes:
Receive, stamp, register, sort and reply to incoming mails and emails, collect and send outgoing mails, receive and send faxes.
Prepare daily planner, schedule meetings, send reminders on tasks and update contact list.
File, scan and photocopy documents, ensure confidentiality of documents and retrieve them when required.
Perform general office support tasks like binding & laminations of important documents on request of various departments.
Filter telephone calls and make outgoing calls.
Receive and filter guests.
Create and send requests on e-synergy.
Prepare and type business correspondence and documents.
Follow up on arrangements for visa, travel and hotel booking, ticket bookings.
Organize meetings, prepare agenda and minutes of the meetings and circulate to attendees.
Prepare documents and presentations for Executive/Board meetings and events and perform proof reading of documents.
Prepare required documents for Board Member’s review and signature and add Arabic/English notes when necessary.
Attend internal and external queries.
Translate documents in English/Arabic.
Prepare monthly statement for office expenses.
Draft sample logos/forms/ invitations for new companies and coordinate with the Marketing and advertisement teams to submit the final design.
Coordinate and follow up with all third parties including legal, accounting, government relations, Contractors, Construction department etc. to ensure that the tasks are completed by all parties in a timely manner.
Track and follow up with customs department to clear the personal shipments when needed
Coordinate and follow up with concerned parties on assigned tasks related to setting up of new companies and regularly update the management.
Follow up on the tasks assigned by management
Coordinate with Legal and Govt. Relations teams for enrollment of new employee. Prepare and arrange for related documents and document attestations.
Coordinate with concerned parties and arrange for opening of new bank accounts.
Administer daily check on the functioning of the Security CCTV Cameras of all office locations and report the discrepancies to department
Prepare the Charges Distribution sheet and create payment requests to process Security, Fire Maintenance, Cleaning and fuel invoices on a monthly basis
Prepare periodic and ad hoc reports and presentations.
Document and maintain records of activities and process workflows on internal communication portals.
Adhere to company policies and health and safety regulations.
Perform other duties as requested by management.
Job Details
| Posted Date: | 2019-07-08 |
| Job Location: | Al Kuwait, Kuwait |
| Job Role: | Administration |
| Company Industry: | Financial Services |
Preferred Candidate
| Career Level: | Mid Career |
| Nationality: | United Arab Emirates; Bahrain; Djibouti; Algeria; Egypt; Iraq; Jordan; Comoros; Kuwait; Lebanon; Libya; Morocco; Mauritania; Oman; Palestine; Qatar; Saudi Arabia; Sudan; Somalia; Syria; Tunisia; Yemen |
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