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- Tasks: Support daily operations and assist the Country Head with administrative tasks.
- Company: Join a dynamic team at our London Branch, driving efficiency and organization.
- Benefits: Enjoy a collaborative work environment with opportunities for growth and development.
- Why this job: Be at the heart of operations, making a real impact while honing your skills.
- Qualifications: 10+ years of experience in administration and proficiency in MS Office required.
- Other info: Ideal for detail-oriented individuals who thrive in fast-paced settings.
The predicted salary is between 36000 - 60000 £ per year.
Job Purpose:
- To ensure the efficient and smooth day-to-day operations of London Branch
- To perform a variety of administrative and clerical tasks
- To provide secretarial support to country head and coverage teams
- To assist in daily office needs and general administrative activities
Key Result Areas:
- Assist in the preparation of regularly scheduled reports, presentations and briefs
- Type reports, memos, letters and other documents using Word or other relevant computer software
- Develop and carry out an efficient documentation and filing system. File and retrieve corporate documents, records and reports as and when needed.
- Handle administrative requests and queries from the senior managers in agreement with the Country Head, including eventually acting as the administrative point of contact between the executives and internal/external clients
- Undertaking reception tasks of answering telephone calls, taking messages and routing correspondence
- Greet visitors and determine whether they should be given access to specific individuals.
- Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution. Open, sort and distribute incoming correspondence, including faxes and email.
- Write and distribute email, correspondence memos, letters, faxes and forms
- Maintain Contact Lists (Internal and External)
- Organize and schedule appointments with admin software, including maintaining diary, arrange meetings and appointments and provide reminders
- Make travel and visa arrangements
- Perform general office duties such as ordering stationery supplies and maintaining records management database systems.
- Monitor office supplies and research advantageous deals of stationary suppliers/vendors
- Perform other ad-hoc support tasks as assigned by the Country Head
Knowledge, Skills and Experience:
- At least 10 years’ experience in related fields
- Proficiency in MS Office
- Excellent organizational skills and the ability to prioritize work
- Attention to details and problem-solving skills
- Good telephone manners and interpersonal skills
Executive Secretary employer: Mashreq
Contact Detail:
Mashreq Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Secretary
✨Tip Number 1
Make sure to highlight your extensive experience in administrative roles during the interview. With at least 10 years of experience required, be prepared to discuss specific examples of how you've successfully managed office operations and supported senior management.
✨Tip Number 2
Demonstrate your proficiency in MS Office by being ready to showcase your skills. You might be asked to perform tasks on the spot, so practice using Word, Excel, and other relevant software to ensure you're comfortable and confident.
✨Tip Number 3
Prepare to discuss your organizational skills and how you prioritize tasks. Think of examples where you successfully managed multiple responsibilities and how you ensured smooth operations in a busy environment.
✨Tip Number 4
Since good telephone manners and interpersonal skills are crucial for this role, practice your communication skills. Be ready to demonstrate how you handle calls and interact with clients or visitors in a professional manner.
We think you need these skills to ace Executive Secretary
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights your relevant experience, especially in administrative roles. Emphasize your proficiency in MS Office and any specific organizational skills that align with the job description.
Craft a Strong Cover Letter: Write a cover letter that clearly outlines your experience as an Executive Secretary. Mention your ability to handle administrative tasks, manage correspondence, and support senior management effectively.
Showcase Your Skills: In your application, provide examples of how you've successfully managed office operations, organized meetings, and maintained documentation systems in previous roles. This will demonstrate your capability to fulfill the job requirements.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Mashreq
✨Showcase Your Organizational Skills
As an Executive Secretary, your ability to organize and prioritize tasks is crucial. Be prepared to discuss specific examples from your past experience where you successfully managed multiple responsibilities and maintained efficiency.
✨Demonstrate Proficiency in MS Office
Since the role requires proficiency in MS Office, make sure to highlight your skills with Word, Excel, and other relevant software. You might even want to mention any advanced features you are familiar with that could benefit the team.
✨Prepare for Administrative Scenarios
Expect questions about handling administrative requests and queries. Think of scenarios where you acted as a point of contact between executives and clients, and be ready to explain how you managed those interactions effectively.
✨Emphasize Attention to Detail
Attention to detail is key in this role. Prepare to discuss how you ensure accuracy in your work, whether it's through proofreading documents or maintaining organized filing systems. Share examples that demonstrate your meticulous nature.
