At AL DANA ALUMINIUM COMPOSITE PANELS, We’re seeking an exceptionally detail-oriented and personable secretary to work full-time in our office. The ideal candidate will bring resourcefulness, organization, and superb communication skills to the role. This person should have experience working in an office, supporting coworkers and clients in various administrative tasks.
Objectives of this role
- Optimize business operations and oversee office supplies, equipment, and processes
- Ensure successful workflows, schedules, communications, and office environment on a daily basis
- Manage external vendors and resources, nurture client relationships, and ensure that best practices are upheld
- Perform a variety of clerical duties, such as responding to calls, emails, and requests
- Determine which issues require immediate attention, and communicate to leadership any deviations from standard operating procedures
Responsibilities
- Greet visitors, answer and redirect phone calls, and manage email, regular mail, shipments, photocopying.
- Prepare letters, reports, memoranda, tables, financial data, meeting minutes, forms, and similar material based on dictation, rough draft, and plain or corrected copy; review materials for accuracy.
- Assist staff members with coordination of schedules, appointments, daily operational tasks, and travel arrangements
- Ability to travel with the executives for 30% of the time
- Establish and maintain record-keeping system for files, contacts, and employee directory
- Oversee office equipment and supplies, and initiate requisitions to replenish inventory
- Assist junior staff members with onboarding
- Maintaining executive’s agenda and assist in planning appointments and board meetings
- Handle confidential documents ensuring they remain secure
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Conduct research and prepare presentations or reports as assigned
- Make travel arrangements for executives
Required skills and qualifications
- Bachelor’s degree or equivalent
- Proven success in a secretarial role
- Experience in an administrative role
- Exceptional written and verbal communication skills
- Integrity and confidentiality
- Proficient in MS Office and “back-office” software (e.g. ERP)
- Ability to multitask and manage time wisely
- Ability to effectively handle budgets and expenses
- Experience in refining and developing processes