• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Prepare invoices or financial statements and provide assistance in bookkeeping
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned

 Here’s the job description in bullet point form for the Executive Secretary position at a Contracting and Finishing Company in Nasr City:Job Requirements:Organize administrative tasks: Efficiently manage communications, reception of customers, organizing meetings and interviews, and ensuring smooth office operations.Receive and screen phone calls: Answer calls, redirect them as necessary, and handle inquiries in a professional manner.Handle and prioritize all outgoing or incoming correspondence: Manage e-mails, letters, packages, and other communication, ensuring timely and appropriate responses.Organize and coordinate documents and files efficiently: Maintain an organized filing system to ensure easy access to important documents and information.Maintain executive’s agenda: Assist in planning and managing appointments, meetings, board meetings, conferences, and other scheduled events.Monitor office supplies: Keep track of office supplies and negotiate terms with suppliers to ensure cost-effective orders.Prepare invoices, financial statements, reports, price offers, and presentations: Assist with the preparation of financial documents, business reports, pricing proposals, and client presentations.Qualifications and Skills:Bachelor of Commerce or any related field in administrative and secretarial work.Full proficiency in Microsoft Office programs (Excel, Word, PowerPoint, Outlook) to handle documentation, reports, and presentations.Communication Skills: Strong verbal and written communication skills to interact with clients, team members, and senior executives.Leadership Skills: Demonstrated ability to lead and manage administrative tasks, and assist with decision-making processes.Time Management Skills: Ability to prioritize tasks efficiently and meet deadlines in a fast-paced environment.Experience: 2 to 5 years of experience in administrative roles, preferably in the finishing or contracting industry.