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 OverviewWe 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. ResponsibilitiesCreating, managing, and updating the day-to-day schedule of the ExecutiveScheduling and prioritizing important Executive meetingsMaking travel arrangements and handling Executive s phone callsRedirecting important phone calls and urgent emails to the ExecutiveHandling and filing important and confidential documentsLiaising between the Executive and staff membersWriting down minutes of the meetingsPreparing presentations and reportsMaintaining detailed and accurate records of all correspondencesNegotiating contract terms and quotes with vendors and suppliersProcessing invoicesCommunicating any urgent appointments or cancellations to the ExecutiveGreeting and assisting visitors/customersTaking dictationsPlanning office activities and eventsProofreading and compiling documents and reportsMonitoring and maintaining office suppliesPreparing memos and letters Maintaining and updating the filing systemPreparing company expense and budget reports RequirementsBachelor s degree in Business Administration, Business Management, or a related fieldProven work experience as an Executive Secretary or a similar position in the Administrative departmentDetail-oriented individual Excellent time management and organizational skillsProficiency in Microsoft OfficeGood analytical and problem-solving skillsGood communication and negotiation skillsAbility to multitask and prioritize tasksAbility to work independentlyReliable and highly motivated individual Ability to conduct in-depth researchAbility to offer improved customer serviceAbility to work under pressure and in a fast-paced environment
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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 sched
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