Secretary/Administrator/Admin Assistant

Mashreq

JOB DESCRIPTION

1 Job Title
Secretary/Administrator/Admin Assistant

Department
CIBG

Direct Supervisor
CIBG Division Head

Job Number

2 Job Purpose

To support and assist the Division Head for meeting departmental objectives by providing full secretarial services.

3 Dimensions
Operating Budget
Number of Staff
Capital Exp. Budget
Other

Provide support and help to Unit Manager and staff for various assignments.

4 Key Result Areas

• Completes range of secretarial jobs for Division Head s office including correspondence, calendar management & maintenance of documents/files.
• Manages diary, arranging & prioritizing appointments, conferences, and other events.
• Arranges all internal and external meetings convened by Division Head including scheduling, notifying participants and recording the minutes.
• Performs administrative duties such as screening calls and receiving/directing visitors.
• Books and manages meeting rooms.
• Attends to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures, and monitoring day to day operations for the office.
• Prepares correspondence, reports, forms, vouchers, work orders and specialized documents related to the organizational unit to which assigned from drafts, notes, brief instructions, corrected copy, dictated tapes, proofreads materials for accuracy, completeness and compliance with departmental policies.
• Responsible for miscellaneous assignments such as dispatching mail, distribution of circulars and taking care of the stationary items.
• Reminds Division Head on pending tasks/activities as required.
• Manages itineraries, organizes and coordinates travel arrangements
• Maintains and updates Organizational Charts
• Ensures timely submission of expense reimbursements
• Creates and maintains data base and spread sheet files/trackers.
• Supports HR, Admin and Finance teams in coordinating various employee events.

5 Operating Environment, Framework and Boundaries, Working Relationships

• Work in a fully computerized environment with the latest and updated technology and packages which helps improve output and productivity.
• Good relationships with superiors and peers. Interaction with different teams.

6 Problem Solving

• Having to face conflicting priorities prioritization of workflow according to its importance and urgency to meet deadlines by Head of Retail Credit (Policy) Department.
• Scheduling and organizing meetings coordinating with the concerned RBG partners as participants in the meeting so that the meetings run smoothly and on time.

7 Decision Making Authority & Responsibility

Scope of responsibilities cover:-

• Handling / managing all secretarial assignments in a professional manner.
• Schedule & organize meetings for Division Heads
• Maintain and streamline filing system for each and quick retrieval for Department Head.
• Organize stationery to meet department s requirements.

8 Knowledge, Skills and Experience

• Graduate from a well reputed University.
• 3 to 6 years banking experience as Executive Secretary.
• Fully computer literate.
• Excellent command over written and spoken English.
• Excellent organizational skills, including prioritizing & multi-tasking effectively in a fast-paced environment.
• Ability to be focused and have a can do attitude, including being flexible, adaptable and embracing on-going changes in the environment.
• Good written and verbal communication skills.