Executive Secretary Management:
- Main function is to attend to the secretarial duties of the Group Executive Office.
- Accountable for all aspects in term of supporting high-level executives and management or entire departments.
- Organize, schedule meetings and appointments, maintain executive’s agenda and assist in planning appointments, board meetings, conferences, events etc.
-Handle, prioritize and maintain all outgoing or incoming correspondence.
- Attend meetings and keep minutes and circulation of MOM minutes of Meeting.
- Conduct research and prepare presentations or reports as assigned.
- Produce and distribute correspondence memos, letters, faxes and all required Appendixes.
- Receive and screen phone calls and redirect them when appropriate.
- Carryout general typing and shorthand, creating, storing and printing typed documents.
- Communicating via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.
§ Travel arrangements: Assist with visa issuance, make hotel and air ticket reservations for the Executive Management.
§ Open the incoming mail addressed to the Executive Management, then distributes and replies as appropriate.
§ Develop and maintain a filing system, handle confidential documents ensuring they remain secure.
§ Perform other responsibilities associated with this position as assigned by the Executive Management.
Communication / Information Management:
§ Maintain accurate, up-to-date information and trends through the available communication media.
§ Maintain the central filing system and personnel files of the Executive Management.
§ Ensure smooth communication between all departments to achieve the organizational and operations objectives.
§ Submission of all required reports to the respective Management.
§ Fulfill all reporting requirements as necessary and maintain records concerning related data.
Core Competency Framework:Knowledge:§ Graduate in Business Administration or management from a recognized university.§ Good knowledge of office management and all secretarial functions, systems, and procedures.Skill:§ Have a minimum of 5years relevant experience in a large organization.§ Proven experience in office management as executive secretary or similar administrative role.§ Excellent computer Skills: typing ability Create files in Google Drive, Asana in Arabic and English.§ Excellent organizational and time-management skills§ Effective communication Skill, with Stakeholder, report writing, fluency in spoken and written English and Arabic.Attitude:§ Presentable, Self-Starter – must work independently, High level of Integrity and confidentiality.§ Planning ability, organize and co-ordinate multiple tasks simultaneously.§ Teamwork, Analytical Thinking, details oriented, friendly and polite, Active listener, focuses on results, quality oriented, Negotiation abilities.