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Executive Secretary - Bahrain

Keywords / Skills : Executive Secretary, Personal secretary, Executive assistant, Personal assistant, EA, PA, Executive assistant secretary, ES

10 - 15 years
Posted: 2018-04-18

Industry
Construction & Engineering
Function
Admin/Secretarial
Role
Executive Secretary/Personal Assistant
Education
Bachelor's Degree, Diploma
Stream:
• Any
• Any
Posted On
18th Apr 2018
Job Description
DETAILED ROLES AND RESPONSIBILITIES:

OPERATIONAL
  • Assist the Resident Engineers (RE) in managing their calendars; arrange and coordinate all internal and external meetings which are to be attended by the Resident Engineers 
  • Answer all incoming phone calls, ensuring to take messages from callers as requested and inform the RE accordingly; make all outgoing calls as requested 
  • Manage incoming and outgoing correspondence including the transfer to relevant site architects and engineers as delegated by the RE and subsequent distribution of copies 
  • Prepare a monthly overtime summary for site staff 
  • Assist in the development of the monthly reports 
  • Write and send e-mails on behalf of the RE and produce text documents (i.e. MoMs, memos etc) as and when required 
  • Maintain all incoming correspondence to the RE including all mail, messages and faxes in a prompt manner 
  • Prepare a weekly log of all pending correspondence (e.g. letters, JSIs, SVRs, NCRs, transmittals, shop drawings, RFAQS, MIRs, CARs etc.); distribute all correspondence to the relevant engineers as required 
  • Establish and organize the site office computerized filing system in order to manage all incoming and outgoing correspondence. This includes: 
  • Detailed subject site files 
  • Computerized registers for incoming and outgoing correspondence 
  • Computerized logging in, logging on, file naming and indexing etc. 
  • Locate and retrieve any information requested from authorized users by searching through files and documents 
  • Ensure to maintain all files in order to allow for easy referral to documents when required 
  • Execute other general office duties as requested (typing, photo-copying, printing, operating office machine, etc.) 
  • Liaise with other department staff on office matters as required 

PEOPLE MANAGEMENT :
  • Guides and assists team members 
Note: The job holder may be required to undertake additional duties, which may be reasonably expected and form part of the function of the job. 

EDUCATION/QUALIFICATIONS :
  • Bachelors Degree in any discipline 
  • Diploma related to secretarial functions 
PROFESSIONAL EXPERIENCE: 
  • 10-15 years experience in a similar position, preferably in the Construction & Contracting industry 
COMPETENCIES:


TECHNO-FUNCTIONAL COMPETENCIES:
  • Knowledge of Funding agencies activities and procedures 
  • Advanced MS Office skills 
  • Excellent report preparation skills 
  • Written and spoken fluency in English and Arabic 
BEHAVIOURAL COMPETENCIES: 
  • Team player 
  • Time management skills 
  • Effective coordination skills 
  • Results orientated 
  • Communication & interpersonal effectiveness 




About Company

Pace is a multi disciplinary design consultancy firm with a reputation for providing effective, efficient and professional services to a wide range of public and private sector clients. Pace has a completely integrated in house capability of expertise to offer a diversity of professional services in the following fields:
MASTER PLANNING
ARCHITECTURE
ENGINEERING
LANDSCAPE DESIGN
INTERIOR DESIGN
ROADS ENGINEERING
QUANTITY SURVEYING
FEASIBILITY ANALYSIS & STUDIES
VALUE ENGINEERING
PROJECT MANAGEMENT
CONSTRUCTION SUPERVISION
Pace experience spans projects that are diverse in scale and settings. They range from private villas to
large scale government and commercial buildings to roads and infrastructure. Since its establishment in 1968, Pace has developed and gained both respect of its clients and recognition as an international professional consulting firm. The skills and technical abilities that Pace exhibit at present can be attributed to the high standard of goals set forth by its founders. Pace strives for excellence in performance for its clients.
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