Secretary

Dicetek LLC


Date: 21 hours ago
City: Dubai
Contract type: Contractor
Job Purpose

  • Managing correspondence, scheduling meetings, and maintaining the calendar for banking executives.
  • Organizing and maintaining files, preparing reports, and handling confidential financial information.
  • Greeting clients, answering phone calls, and directing inquiries to the appropriate departments.
  • Assisting with travel arrangements, office supplies, and equipment maintenance.
  • Understanding banking procedures, terminology, and software to support the operations effectively.

Key Result Areas

  • Ensuring smooth and efficient administrative processes, including managing schedules, handling correspondence, and organizing meetings.
  • Maintaining accurate and organized records, ensuring all documents are filed correctly and easily accessible.
  • Providing excellent customer service by greeting clients, answering inquiries, and directing them to the appropriate departments.
  • Assisting with the preparation of reports, presentations, and other documents related to banking operations.
  • Ensuring all activities comply with banking regulations and maintaining the confidentiality of sensitive information.

Operating Environment, Framework and Boundaries, Working Relationships

  • Retail banking operations are often fast paced, requiring quick decision-making and adaptability.
  • The environment is highly regulated, with strict compliance requirements to ensure the security and integrity of financial transactions.
  • Adherence to internal policies, procedures, and regulatory guidelines is crucial.
  • Maintaining the confidentiality of sensitive information is a key boundary.
  • Clearly defined roles and responsibilities to avoid overlap and ensure efficient operations.
  • Close collaboration with various departments such as compliance, customer service, and IT.
  • Regular interaction with senior management to provide updates and receive guidance.
  • Coordination with external entities like regulatory bodies, vendors, and customers.

Problem Solving

  • Managing multiple tasks and deadlines simultaneously.
  • Use tools like calendars, task lists, and project management software to prioritize tasks and ensure timely completion.
  • Ensuring clear and efficient communication between different departments and external stakeholders.
  • Develop strong communication skills and use collaboration tools to facilitate smooth information flow.
  • Keeping up with regulatory changes and ensuring compliance.
  • Stay informed about regulatory updates and maintain organized records to ensure all activities comply with legal requirements.
  • Handling large volumes of data accurately and securely.
  • Implement robust data management systems and follow best practices for data security and accuracy.

Decision Making Authority & Responsibility

  • Secretaries have the authority to make decisions related to scheduling, organizing meetings, and managing correspondence.
  • They can implement and suggest improvements to administrative processes to enhance efficiency.
  • They may decide on the allocation of office supplies and other resources within their purview.
  • Providing comprehensive administrative support to senior management, including managing calendars, scheduling meetings, and handling correspondence.
  • Acting as a liaison between different departments and external stakeholders, ensuring clear and efficient communication.
  • Maintaining and organizing important documents, records, and files to ensure easy retrieval and compliance with regulatory requirements.
  • Assisting in ensuring that all activities comply with internal policies and external regulations.
  • Ensuring the confidentiality of sensitive information and maintaining data security.

Knowledge, Skills And Experience

  • Understanding the fundamentals of retail banking operations, including processes, products, and services.
  • Familiarity with banking regulations and compliance requirements.
  • Knowledge of office management and administrative procedures.
  • Understanding customer service standards and practices.
  • Ability to manage multiple tasks, prioritize effectively, and maintain organized records.
  • Strong verbal and written communication skills to interact with internal teams and external stakeholders.
  • High level of accuracy and attention to detail in handling documents and data.
  • Ability to identify issues, analyze problems, and implement effective solutions.
  • Ability to build and maintain positive working relationships with colleagues and customers.
  • 7+ years’ experience in an administrative or secretarial role, preferably within the banking or financial services industry.
  • Experience working in a regulated environment, ensuring compliance with policies and procedures.

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