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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.
