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.