Overview
Executive Secretary (UAEN) Jobs in Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates at Department of Energy Abu Dhabi
Title: Executive Secretary (UAEN)
Company: Department of Energy Abu Dhabi
Location: Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates
The Executive Secretary is responsible for assisting the line manager with all daily responsibilities and tasks assigned to the manager, ensuring that all duties are successfully performed.
The Executive Secretary's responsibilities include scheduling meetings, organizing logistics, responding to inquiries, conducting research, receiving and scanning phone calls and emails in order to respond, and assisting with administrative tasks.
Key Responsibilities:
- Provide secretarial and administrative support to direct and support day-to-day office requirements such as conducting basic research, preparing documents and correspondence, coordinating meetings, logistical procedures, and scheduling.
- Draft regular memos and correspondence as per templates and guidelines This includes drafting letters and correspondence, recording and distributing meeting minutes, and any other required correspondence, formal or informal.
- Receive, document, and archive incoming documents, mail, and other forms of communication.
- Keep and submit an internal and external document record in accordance with approved office procedures and practices.
- Provide the necessary assistance by tracking down the documents/information required from the main partners as well as internal and external stakeholders.
- Prepare the schedule, as well as organize and manage interviews, internal and external meetings, and other events as needed.
- Answer, scan, sort, and transfer phone calls.
- Deal effectively with internal sector/directorates/sections and ensure effective support is provided, particularly in the HR and Finance Directorates.
- Organize, book, and manage travel arrangements as needed, as well as coordinate with internal and external work groups.
- Ensure that appropriate office supplies are available through the General Services.
- Demonstrate proficiency with computers, fax machines, printers, scanning, photocopying, and other office tools required to support documentation requirements.
- Maintain the confidentiality of office files, records, documents, and data.
- Establish positive working relationships with internal work groups within the Department of Energy, as well as partners and external stakeholders, to drive the implementation of tasks.
Qualifications
- Bachelor's Degree in a relevant discipline, e.g., Business Administration.
Experience
- Minimum of 2 years of experience in executive affairs.
