Secretary/Document Controller

Minimum Clearance Required to Start:
Not Applicable/None
Job Description:
Secretary/Document Controller
Dubai, UAE
We need our Assistants at this level to gather statistics and general data;
reviews and combines this information into established reports for use within
and outside the unit. In this role, you will perform numerous secretarial and
administrative support activities, many of which are highly confidential or
sensitive in nature. We need our Secretaries to exercise good judgment and
discretion in the execution of all duties and responsibilities.

Responsibilities:
* 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.
* Prepares correspondence and reports, much of which is confidential in nature. Composes nonroutine 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 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.

Qualifications:
* High school diploma/Bachelor's Degree
* At least ‎8+ years of related work experience, with at least typically ‎5+ years in document controls
* Knowledgeable of document control work processes and utilization of electronic systems for document management, as well as corporate procedures related to document management.
* Must also possess a thorough knowledge of database concepts, project-related software, and the ability to train others in its use.
* Excellent communication skills.
* Proficient at Microsoft Outlook, Excel, PowerPoint and Word.
* Familiar with Aconex.