Secretary – Cubic Engineering Group

We are seeking a highly organized and detail-oriented Secretary to join our dynamic team in Al Kuwait. The ideal candidate will possess exceptional communication skills, both verbal and written, and will be responsible for providing comprehensive administrative support to ensure the smooth operation of our office. The Secretary will play a crucial role in facilitating communication between departments, maintaining records, and managing schedules. This position requires someone who is proactive, resourceful, and capable of handling multiple tasks efficiently. As a Secretary, you will be the first point of contact for clients and visitors, representing our company with professionalism and courtesy.

Responsibilities:

1. Manage and organize daily schedules for executives and team members, ensuring all appointments and meetings are effectively coordinated.
2. Assist in the preparation and distribution of meeting agendas, minutes, and relevant documents to ensure all participants are well-informed.
3. Handle incoming and outgoing communications, including phone calls, emails, and correspondence, ensuring timely responses and follow-ups.
4. Maintain and update filing systems, both electronic and physical, to ensure easy access to important documents and records.
5. Coordinate travel arrangements for staff, including booking flights, accommodations, and transportation, while adhering to budgetary guidelines.
6. Support the finance department with invoicing, expense tracking, and budget monitoring to facilitate accurate financial reporting.
7. Implement office procedures and policies, optimizing workflows and enhancing overall operational efficiency.
8. Assist in the onboarding process for new employees, providing necessary training and resources to ensure a smooth transition.
9. Organize company events and meetings, including logistics, catering, and venue arrangements, to foster team collaboration and engagement.
10. Maintain a professional and welcoming office environment, ensuring all areas are tidy and presentable for clients and visitors.

Preferred Candidate:

1. Proven experience as a Secretary or in a similar administrative role, demonstrating a solid understanding of office management principles.
2. Excellent written and verbal communication skills, with the ability to interact professionally with a diverse range of individuals.
3. Strong organizational skills and attention to detail, capable of managing multiple tasks and prioritizing effectively.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment such as printers and scanners.
5. A proactive approach to problem-solving, with the ability to work independently and as part of a team.
6. Strong interpersonal skills, with a friendly and approachable demeanor to foster positive relationships within the team.
7. Ability to handle confidential information with discretion and maintain a high level of professionalism at all times.
8. Flexibility and adaptability to changing priorities and demands in a fast-paced work environment.
9. A commitment to continuous improvement and a willingness to learn new skills and technologies.
10. A relevant degree or certification in office administration or a related field is preferred but not mandatory.

Job Details

Preferred Candidate

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