Manama
Company Info
Large organization
200 + Employees
Bahrain Airport Services [BAS]
Table of Contents
Job Position – Personal Assistant
Job Details Here
Main Objectives:
Carries out various secretarial and administrative duties in the assigned company department including answering telephone calls, typing in Arabic and English using PC, maintaining appointments diary, keeping and updating files, receiving, dispatching and distributing outgoing and incoming mail. Further, drafting business correspondence and preparing e.g. PowerPoint presentations for the CBDO.
Main Duties:
o Directs & supervises the department activities in order to bring to the attention of the manager any irregularities.
o Types in Arabic and English using Personal Computer (PC) from longhand drafts or verbal dictation, including a variety of materials such as memoranda, reports, circulars, action forms, contracts, tender letters, and minutes of meetings, obtains appropriate signatures and dispatches accordingly.
o Book and arrange travel and accommodation for both private and work trips.
o Schedule external/personal appointments, such as: Doctors and other appointments.
o Proofreads typed material and submits for review and signature.
o Maintain all approved documents into storage on a daily basis according to procedures.
o Classifies and files all documents on daily basis for future reference, and makes back-up storage for future reference, and makes back-up as required to safeguard against loss.
o Maintains and updates a confidential coded filling system for SMHC. Includes such files as confidential personnel files, manpower budgets, minutes for board and management meetings proposed changes in policy, and other confidential materials.
o Answers telephone calls, connects callers as necessary, takes and conveys messages, arranges for appointments, answers general queries, etc.
o Meets departmental visitors, determine the purpose of visit and advises the supervisor concerned. Takes messages or deliveries and/or arranges for alternative appointments.
o Receives incoming mail, sorts it out, date stamped, and distributes to addresses.
o Arranges for conference room meetings and may attend to take minutes as directed.
o Arranges for refreshments and ensures the meeting room is cleaned and prepared for re-use.
o Be responsible for the Office up keeping from lights, A/C repairs, PC and telephone breakdowns reports etc.
o Works as a liaison between staff and management in dealing with day-to-day staff matters.
o Produce reports and e.g. PowerPoint presentations
o Comply with the Company and Airport authorities’ health, safety, and security regulations.
o Carry out any other duties as appropriate in support of the Business Development Division.
Minimum Requirements
Education:
Completion of Secondary school (12 years), plus 2 years Secretarial Diploma course at a recognized institute.
Experience
o 4 years’ experience in a similar position (Hospitality or Aviation is a plus).
o Openness and ambition to further develop potentially in the Department but also within the company.
Other Essential Requirements:
o Good Knowledge of spoken and written English and Arabic language.
