Temporary Departmental Secretary

About the role

Harvard Logistics is seeking a proactive Temporary Departmental Secretary to support the department head and the wider team in Dubai. The role involves managing calendars, coordinating meetings, handling correspondence, and providing multilingual translation assistance.

Key responsibilities

• Maintain and update leave plans and event calendars.
• Organise bookings, team meetings, and the director’s diary, including appointment setting.
• Prepare presentations and manage agendas for business trips and events.
• Handle translation tasks in English, German, and Arabic.
• Process expense claims, follow up payments, and assist with invoicing.
• Draft, type, file, and keep records of correspondence.
• Distribute incoming mail to appropriate managers in the director’s absence.
• Answer telephone calls, forward them, and take messages.
• Support procurement, issue purchase requests, and coordinate with the senior buyer.
• Arrange visa invitation letters, guest bookings, and monitor department budgets.

Required profile

• Experience in secretarial, administrative or personal assistant roles.
• Preferably familiar with the Middle East business environment and Arabic cultural nuances.
• Strong organisational and communication abilities.
• Fluent in English and proficient in German and/or Arabic.

Required skills

• MS Office