Executive Secretary
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Job Description
Purpose of the Job
- To provide high-level administrative support for the ET (Executive Team), such as handling information requests, preparing confidential correspondence, receiving visitors, arranging conference calls, and scheduling appointments/meetings.
- Manages ET s calendars and determines scheduling priorities, and coordinates the scheduling of meetings efficiently
- Greets visitors and others, ascertains the nature of business, and directs visitors to the ET or appropriate person or department (as directed by the ET.
- Arranges the Executive Management s / Senior Managers and Staff travel schedules and liaises with the Travel Agent to make necessary reservations.
- Prepares routine/ confidential correspondence and memos and compiles data, statistics, and other information as directed by the ET.
- Coordinates the communication and documents flow between the ET and other senior management members.
- Records and prepares minutes of meetings for the ET as per their directives.
- Receives and distributes ETs incoming correspondence/mail (including letters and faxes) and other materials from the external entities and coordinates the flow of information internally and with other departments and organizations.
- Maintains records of expense vouchers and handles expense refund procedures for flights, hotels, and Rental Car reservations.
- Files and retrieves important documents, records, and reports.
- Performs any other supporting tasks assigned by the ET
Principal Responsibilities / Accountabilities
Note: The principal accountabilities listed above are an illustrative list and not an exhaustive list. Depending on organizational requirements, additional responsibilities may be added from time to time.
Qualifications / Experience
Education
- High school certification with a diploma or equivalent relating to secretarial services
- 2-3 years of experience in a similar role in a large and well-reputed organizations
- Fluency in the English language and working knowledge of the Arabic language
- Competency in using Microsoft Office applications such as Word, Excel, and PowerPoint well
Experience
Personal Attributes / Skills
- Communication skills
- Tact and diplomacy
- Multitasking skills
- Planning & Organizing skills
- Time Management skills
- Ability to maintain sensitive information
Others
Job Overview
We are looking for an efficient and enthusiastic Executive Secretary to join our company immediately. You should be able to handle the Executive s daily activities smoothly. Besides, you will be preparing minutes, memos, and agendas.
You should own excellent communication and negotiation skills. Moreover, you should be able to liaise between employees, clients, and suppliers. Finally, as an Executive Secretary, you should have an eye for detail and the ability to proofread documents and emails.
As a part of this job role, you should maintain a detailed record of all correspondence and redirect important messages to the Executive. Furthermore, you should have the ability to maintain the confidentiality of any sensitive information.
If you can offer excellent administrative and clerical skills, get in touch with us. We would love to hear from you.
Responsibilities
- Creating, managing, and updating the day-to-day schedule of the Executive
- Scheduling and prioritizing important Executive meetings
- Making travel arrangements and handling Executive s phone calls
- Redirecting important phone calls and urgent emails to the Executive
- Handling and filing important and confidential documents
- Liaising between the Executive and staff members
- Writing down minutes of the meetings
- Preparing presentations and reports
- Maintaining detailed and accurate records of all correspondences
- Negotiating contract terms and quotes with vendors and suppliers
- Processing invoices
- Communicating any urgent appointments or cancellations to the Executive
- Greeting and assisting visitors/customers
- Taking dictations
- Planning office activities and events
- Proofreading and compiling documents and reports
- Monitoring and maintaining office supplies
- Preparing memos and letters
- Maintaining and updating the filing system
- Preparing company expense and budget reports
Requirements
- Bachelor s degree in Business Administration, Business Management, or a related field
- Proven work experience as an Executive Secretary or a similar position in the Administrative department
- Detail-oriented individual
- Excellent time management and organizational skills
- Proficiency in Microsoft Office
- Good analytical and problem-solving skills
- Good communication and negotiation skills
- Ability to multitask and prioritize tasks
- Ability to work independently
- Reliable and highly motivated individual
- Ability to conduct in-depth research
- Ability to offer improved customer service
- Ability to work under pressure and in a fast-paced environment
Employment Type
Full Time
