Secretary and Office Admin

ICONIC FMCG

Communication Management: Handling incoming phone calls and emails, and directing them to the appropriate departments in a timely and professional manner.

Meeting Coordination: Scheduling meetings, preparing agendas, and arranging meeting rooms and required equipment.

File Management: Maintaining and organizing documents and records systematically to ensure easy and efficient access.

Calendar Management: Managing and coordinating the schedules of the manager or senior management.

Visitor Reception: Welcoming and guiding visitors and clients while ensuring a high standard of hospitality.

Document Preparation and Authorizations: Drafting, formatting, and preparing reports, official correspondence, memos, and presentations.

Mail and Courier Handling: Receiving, sorting, and distributing mail, couriers, and official documents.

Travel Arrangements: Coordinating travel plans, including flight bookings and accommodation for management.

Office Administration Support: Providing administrative support for daily office operations, monitoring tasks, handling procurement, and supervising office support staff.

Sending Price Lists to Clients: Preparing and distributing price lists and following up on related inquiries.

Interdepartmental Coordination: Ensuring effective coordination and communication between departments.

Vendor Research and Quotations: Researching companies and suppliers and obtaining and comparing price quotations

• 1-3 years of proven experience in a secretarial or office administration role.
• Excellent organizational and multitasking abilities with keen attention to detail.
• Strong verbal and written communication skills in English and Arabic.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion and professionalism.
• Demonstrated problem-solving skills and a proactive approach to challenges.
• Strong interpersonal skills and a customer-oriented mindset.
• Ability to work independently and as part of a team in a fast-paced environment.
• Flexibility to adapt to changing priorities and deadlines.
• Professional appearance and demeanor suitable for an office setting.