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Full-time Immediately Hiring Arabic Female for Secretary Position

at confidential in Al Ain

1.To maintain and provide a support service for the Director of Facilities daily schedule, including forward planning of his workload,diary management and co
-ordinating and collating all relevant paperwork
2.To set appointments and meetings for the Director
as requested
including regular one to one meetings
with the Director of Facilities and his/her direct reports.
3.To service meetings, including preparation of meeting papers, obtaining and preparing briefing materials
and presentations, and taking minutes
when requested/where necessary
4.Respond and advise efficiently to all electronic or verbal enquiries for the Director and other Facilities staff, using their own initiative
5.To liaise effectively with internal
divisions/departmentsand external
organisations on behalf of the Director of Facilities.
6.To advise the Director of impending work deadlines for both internal and external commitments,e.g.
reports, presentations, conferences, projects
7.To ensure appropriate systems and processes are developed and
maintained to support effective and
efficient day to day running of the Directors office
8.To ensure the smooth flow of information around Facilities, including action monitoring to achieve
deadlines and project milestones
To effectively plan and coordinat
e corporate training events, evaluation workshops and conferences on
behalf of the Director, from inception through to tendering, to event management, budgetary control,
invoicing and post event appraisals.
To be responsible for monitoring the use of the
corporate purchasing and credit card. Submitting receipted
returns to the Finance Department.
To submit expenses claims, both internal and external, on behalf of
the Director
To plan and implement hospitality arrangements for the Director, including
provision of hospitality for
To provide a confidential and efficient filing system for the Director and his offices, including HR files in line
with University
procedures and the Data Protection Act and ensuring compliance with HR policies.
13.To maintain an up to date knowledge of HR processes and procedures and to advise and assist the Director
of Facilities with HR issues and the recruitment process including the coordination of the appointment of
14.To organise travel arrangements for
the Director of Facilities
15.To execute any other duties appropriate to the grade as directed by the Director or his nominated deputy

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Published at 07-03-2016
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