Executive Secretary

– Providing secretarial, administrative and clerical support to the Managing Director.
– This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment.
– The basic administrative or secretarial duties involve diary management, greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management.
– This position operates within the context of confidentiality, diplomacy and judgement.
– Guiding principles will be found in the published policies and procedures as well as past precedent.
– However, the ability to operate within indistinct parameters is also important.KEY ACCOUNTABILITIES: Management of Schedule:
– Responsible for maintaining & managing the Managing Director’s daily calendar and schedule
– Arrange meeting invites and appointments and ensure the Managing Director is well-prepared for the meetings
– Attend meetings and take minutes as and when requiredAdministrative Support:
– Act as the Managing Director’s first point of contact and liaise with people from both internal and external organisations
– Responsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents
– Responsible for screening telephone calls, enquiries and requestsTravel Arrangements
– Plan, organize and arrange the Managing Director’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance  with the company’s International and Local Business Travel Policy
– Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.Office Management
– Responsible for the upkeep and maintenance of the Managing Director’s office and ensure that all office equipment & facilities are in working condition.
– Responsible for maintaining and ordering stationery supplies for the officeFiling and Document Circulation
– Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
– Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Managing DirectorAd-hoc administrative tasks
– Provide support and assistance to the department in any administrative and coordination tasks as and when required

المتطلبات

• Excellent in the communication skills, including an ability to provide effective and appropriate advice and information to a variety of people and to use discretion with confidential information.
• Excellent written communication skills including the ability to compile and prepare reports, presentations, submissions and other documents.
• Excellent organizational and administrative skills, including an ability to meet deadlines and manage a varied workload in a busy environment.
• Proficient in Microsoft Office suites i.e. MS Outlook, Word, Excel & PowerPoint
• Ability to learn any new staff