EXECUTIVE SECRETARY – Warsaw

Job Description

About the job

Job Purpose

• Providing comprehensive, high level and confidential secretarial and admin support to the managers based in Poland.
• Be fully conversant with the activities of the department/section in order to liaise with, on behalf of the manager/s with senior section heads both internally and externally.
• Manage the diary of Country manager, including scheduling appointments, travel arrangement for Emirates team and accommodation as necessary. Regularly monitor the daily schedule of the Country Manager and provide in advance and document the required information/minutes of meetings/appointments by coordinating with sources within the company and externally. Alert the manager/s of any last-minute reschedules or cancellations.
• Receive and screen office correspondence and incoming calls, action responses or re-direct as necessary to the appropriate individuals to obtain additional information prior to presenting to Country Manager. Manage internal communication between Commercial / Airport / SkyCargo Departments.
• Type letters, memos, reports, send e-mails as required by Country Manager Poland and respond on behalf of the Country Manager to straightforward correspondence.
• Manage VIP / Top contacts’ invitation for Emirates sponsored events and internal Emirates events.
• Undertake and support the manager/s or the team in a variety of special projects involving internal and external parties including researching activities involved with the project. Assist with the preparation of the department/section budgets, along with the Finance Manager.
• Where required handle the invoicing and accounting matters of the Department. Arranges for vetting, approval, payment and receipt of all bills. Prepare Country Manager’s Duty Travel and Expense Claims.
• Act as receptionist for visitors and establish nature and priority of business requiring the personal attention of Country Manager.
• Ensure all approved commercial upgrades, reservations, ticketing, and discretionary baggage allowances are handled in a timely manner, and supportive documentation is recorded and filed.
• Monitor and keep register of Annual Leaves, Compensation/Compassionate Leaves and requests.
• Coordinate staff events and manage related internal communication.
• Assist with processing of legal claims from the customers.
• Liaising with EK IT and local Building Maintenance Team in terms of necessary system or equipment maintenance, reporting technical failures etc.
• Responsibility for the acquisition, maintenance and replacement of office assets and equipment. Be the central point for ordering and restocking stationery and regular kitchen items ensuring the dept / section is within budget.