Temporary Departmental Secretary

Job Summary

Maintaining and updating leave plan & calendar of events.
Organizing various matters, e.g. calendars, bookings, team meetings etc.
Organizing and maintaining of diary and making appointments. Coordinating meetings requiring the presence of the Director.
Prepare presentations for various management meetings.
Managing agendas for business trips and events.
Assisting in all translation matters (English / German / Arabic.)
Correct completion of expense claims to Accounting & follow up of payment.
Drafting and typing of correspondence, filing and good record keeping.
In the absence of the Director, distributing of incoming mails to the relevant manager in charge to deal with the case.
Answering incoming telephone calls, forwarding them and taking messages.

Support of the Team

Responsible for procurement, issuing purchase requests and coordinating with Senior Buyer for the whole department.
Expense Claim Management for Heads of the Department.
Assisting in all translation matters (English / German / Arabic.)
Preparing of team building and department meetings, taking minutes if required and distribute the same accordingly.
Monitoring and arranging timely completion of approval process for business trips.
Assisting for the correct completion of claims to Accounting & follow up of payment.
Issuing and assisting with invitation letters for visa application.
In charge of bookings (hotel, gate passes etc.) for guests of the department.
Controlling department budgets.

Knowledge/Skill/Experience

Secretarial, Administrative, Personal Assistant.
Middle East experience preferable.
Arabic cultural knowledge preferable.
Event Organization, excellent communication and organizational skills.
MS Office.
English, German and/or Arabic are a must.