Admin Head (Trading/ Security/ Money Exchange)

aG Resources is looking to connect with Admin Assistant on an immediate basis for a reputable client.

Location: Dubai

• Position Overview:

The Office Manager/Executive Secretary will play a pivotal role in ensuring the smooth operation of our office and providing high-level administrative support to the executive team. This position requires a proactive and detail-oriented individual who can manage multiple tasks efficiently and maintain confidentiality in handling sensitive information.

• Key Responsibilities:

Executive Support:

• Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and organizing travel arrangements.

Prepare and distribute correspondence, reports, and presentations as required.

• Act as a liaison between the executive team and internal/external stakeholders, ensuring effective communication and coordination.

Office Management:

• Oversee the day-to-day operations of the office, including managing supplies, equipment, and facilities.

Coordinate office maintenance and repairs, ensuring a safe and productive work environment.

• Develop and implement efficient office procedures and policies to streamline operations.

Document Management:

• Maintain accurate and up-to-date records, files, and databases, both in physical and electronic formats.

Organize and archive documents, ensuring easy retrieval and compliance with record-keeping standards.

• Communication and Correspondence:

Manage incoming and outgoing communications, including phone calls, emails, and mail.

• Screen and prioritize correspondence, responding to inquiries or redirecting as appropriate.

Draft and proofread documents, letters, and emails on behalf of the executive team.

• Meeting Coordination:

Coordinate and schedule meetings, conferences, and events, both internally and externally.

• Prepare meeting agendas, presentations, and supporting materials as required.

Record and distribute meeting minutes, ensuring follow-up on action items.

• Confidentiality and Discretion:

Handle confidential information with the utmost discretion and maintain a high level of professionalism at all times.

• Uphold confidentiality in dealing with sensitive documents, discussions, and personal matters.

Qualifications and Skills:

• Bachelor's degree in Business Administration, Secretarial Studies, or related field preferred.

Proven experience of at least 5-6 years as an Executive Secretary, Office Manager, or similar role, preferably within a trading or corporate environment.

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.

Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.

• Strong interpersonal and communication skills, both written and verbal.

Attention to detail and accuracy in document preparation and record-keeping.

• Ability to maintain confidentiality and handle sensitive information with integrity.

Flexibility and adaptability to changing priorities and a fast-paced work environment.

• Knowledge of relevant regulations and procedures.

Job Types: Full-time, Contract

Experience:

• administrative assistant: 1 year (Preferred)

Language:

Arabic (Preferred)