Executive Secretary

Description:

Schedule and Coordinate: The executive secretary is responsible for managing the executive's calendar, scheduling appointments, meetings, and travel arrangements.

They coordinate with internal and external stakeholders to ensure smooth and timely communications.

Communication and Correspondence: It is the executive secretary's responsibility to handle incoming and outgoing communication on behalf of the executive.

This includes answering phone calls, responding to emails, drafting and formatting documents, and preparing reports and presentations.

Meeting Support:

The executive secretary arranges and prepares materials for meetings, including agendas, presentations, meeting minutes as well as any administrative or hospitality requirements. The executive secretary may also attend meetings as required to minute discussions and decisions and to follow up on action items and deadlines.

Office Management: The executive secretary oversees the efficient functioning of the executive office. They manage office supplies, maintain filing systems, and ensure that office equipment is in good working order. The executive secretary also coordinates with IT and facilities management for any office-related issues.

Confidentiality and Discretion: As an executive secretary, maintaining confidentiality is crucial. They handle sensitive information, such as executive decisions, financial data, and personnel records, with the utmost discretion and professionalism.

Travel and Expense Management: Executives often require travel arrangements, and the executive secretary handles booking flights, accommodations, and transportation. They also manage expense reports and reimbursements for the executive, ensuring compliance with company policies.

Relationship Management: The executive secretary serves as a liaison between the executive and internal and external stakeholders. They build and maintain professional relationships, handle inquiries and requests, and represent the executive's interests when necessary.

Special Projects:Executive secretaries may assist with special projects and initiatives, such as organizing company events, coordinating executive retreats, or conducting research and analysis on behalf of the executive.

Other duties as assigned

Qualifications

• Bachelor's degree or equivalent experience
• Years of Experience 3+ Work as office manager or executive secretary
• Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
• Ability to prioritize and meet deadlines Keep information confidential
• Fluent in English and Arabic
• Excellent organizational and time management skills.
• Strong verbal and written communication abilities.
• Proficiency in office software (MS Office, MS Project), and office equipment.
• High level of professionalism and discretion.
• Ability to multitask and prioritize effectively.
• Strong attention to detail and accuracy.
• Flexibility to adapt to changing priorities and work well under pressure.