Urgent Job Vacancies in Dubai

Responsibilities

• Diary Management:
• Taking responsibility for the smooth running and successful delivery of meetings and other events including attendees. papers, logistics (e.g. travel, video conferencing, other technical requirements)
• Acting as a “gatekeeper” – ensuring that their diary is an accurate reflection of commitments that they intend and are able to meet
• Anticipating and proactively resolving issues in advance e.g. conflicting meetings
• Thinking ahead, informing others of changes to schedule e.g. meetings running late
• Organising client dinners/entertainment and in-house lunches
• Travel:
• Responsible for organising all necessary hotel and travel arrangements (international and domestic) as required, including foreign currencies, hotels etc.
• Having regard for other meetings, time zones, transfer times etc.
• Responsible for accurately preparing travel itineraries which include contact details, key addresses etc. and any relevant documents
• PC Skills:
• Accurately typing/amending a range of documents that comply with Corporate guidelines to a consistently high standard
• Composing routine correspondence where appropriate
• Undertaking research as instructed and required
• Communication:
• Answering the telephone in a professional manner, taking accurate telephone messages and dealing with them in an appropriate and timely manner
• Managing voice-mail messages, providing a summary of calls and, if appropriate, liaising with colleagues in their absence
• Managing e-mail communication – flagging urgent requests and following up as necessary
• Ensuring that both internal and external mail is dealt with promptly, with prioritisation of incoming papers and requests as appropriate and prompt distribution
• Screening telephone calls. Ensuring that all calls and oral communications are appropriately recorded and dealt with without delay.
• Through regular contact, building good working relationships with secretaries and clients, industry and senior management in other organisations, and Rothschild offices
• Teamwork:
• Working closely with the other secretaries within the division to provide cover and assistance where necessary, including lunchtime cover
• Informing others of your whereabouts and for how long you will be away from your desk
• Administration:
• Reconciling expenses and claims promptly and accurately
• Collating information for client invoices as requested
• Maintaining an up-to-date filing system, ensuring easy retrieval of information and archiving of files as and when needed
• Informing HR of absence (holiday, sickness, paternity and parental leave) including secretarial colleagues
• Other:
• Providing assistance with personal admin. (principally desk-based)
• Any other duties that are within the employee’s skills and abilities whenever reasonably instructed
• Undertaking specific projects as requested

Experience, Skills And Competencies Required

• Advanced knowledge of Outlook
• Advanced knowledge of Microsoft Word, PowerPoint and Excel
• Excellent interpersonal skills – to communicate clearly and effectively at all levels within the Bank globally and externally
• Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken
• Ability to manage several projects simultaneously, whilst achieving consistently high standards of accuracy, detail and deadlines
• Proactive attitude with the ability to act with good judgement and common sense on a day-to-day basis regarding assigned and ad hoc duties
• Self-motivated, highly productive, reliable with a flexible attitude
• Service orientated – both to internal clients (bankers) and our external clients.
• Ability to work with limited direction and develop a thorough knowledge of the organisation