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Secretary – Parsons

  • Dubai


Job Description:

Parsons is now hiring a Secretary for our rapidly expanding team. In this role you will perform various administrative, clerical, data collection, data entry, and report writing tasks specific to assigned project or work group.

What You’ll Be Doing :

Gathers statistics and general data; reviews and combines this information into established reports for use within and outside the unit. May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative style.
May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor.
Originates correspondence and reports not requiring the personal attention of immediate supervisor.
Receives and screens visitors, telephone calls, and mail. Personally, responds to as many inquiries as possible, referring remaining inquiries to appropriate individuals within the company for timely responses. Prioritizes responses to incoming calls from both inside and outside the company.
May establish and maintain records of equipment, including a log of equipment service dates. May initiate requests for service.
May obtain basic data for completion of the unit’s overhead budget and prepare associated recurring reports. May produce preliminary reconciliation as appropriate.
May coordinate physical space requirements for the assigned unit. Initiates requests for PCs and telephones, and updates Corporate Directory as appropriate.
May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, as directed by immediate supervisor.
Prepares correspondence and reports, much of which is confidential in nature. Composes non-routine correspondence from brief notes or verbal instructions and composes replies to routine correspondence on own initiative.

Initiates drafts of replies to other correspondence or inquiries for review by executive.
Proofreads and/or reformats drafts of documents created by executive for spelling, grammar, and clarity of communication so that final correspondence is signature ready.
Schedules meetings, conferences, and appointments; establishes and maintains calendar of events and keeps executive informed of commitments.
Makes necessary arrangements for and hosts visiting dignitaries. Makes travel arrangements, coordinating airline and auto rental reservations, hotel accommodations, and expense reports.
Prepares meeting agenda, reports, files, and other materials for meetings.
May generate presentation graphs or charts using various graphics software.
Establishes and maintains follow-up files and confidential files for immediate supervisor.
Initiates routine and nonroutine reports as appropriate. Researches and compiles statistical information and related data, produces special or recurring reports, and completes special projects as assigned. Produces and distributes data in graphic, spreadsheet, or narrative format.
Establishes and maintains databases as required.
Keeps current on all corporate policies and procedures. Serves as focal point for gathering newly published policies and the dissemination of materials.
Performs other responsibilities associated with this position as may be appropriate.

What Required Skills You’ll Bring :

High School Diploma 5+ years of relevant experience
Good written and oral communication, organizational, and interpersonal skills in English as well as Arabic are required.
Good business English and general office practice skills are required.
Demonstrated proficiency in keyboard skills, as well as a working knowledge of MS Windows and related word processing, spreadsheet, and database software, is required.
Knowledgeable of document control work processes and utilization of electronic systems for document management, as well as corporate procedures related to document management.
Proficient at Microsoft Outlook, Excel, PowerPoint and Word, AutoCAD etc.
Excellent communication skills in English and Arabic.
Must be available in UAE.

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