Executive Secretary

Executive Secretary – Preparing weekly & monthly report
– Handling appointments and arranging meetings
– Preparation of department organization chart and job descriptions.
– In charge of monitoring stationery supply
– Preparing meeting schedule and update on time
– Preparing minutes of meetings
– Attending Business calls
– Assist other staff in department in their work as needed
– Keeping correspondence with all the departments and making of schedules and arranging the meeting with one department to another as per Managers Instructions
– Actively involved in the Quality activities of the department.
– Communication with the concerned contractors as needed
– Summary of attendees for trainees
– Consolidating weekly report
– Keep safe classrooms/offices keys and master key
– Replying e-mail regarding the invoices for payment, PO issuance and remind all nominees for the schedule of training.
– Handle the distribution of incoming and outgoing mails, fax documents, parcel and shipments of the section.
– Scanning of required documents (invoices, fax) by training specialist
– Photocopying of needed documents by the department Manager.
– Prepares certificate for the trainee.
– Assisting other staff in department in their work as needed.
– Registering incoming and outgoing documents for controlling their tractability and filing.
– Responsible for receiving and logging of various documents from vendors.
– Maintain all aspects of the technical records and library. Frequent assistance extended to engineers, designers /draftsmen and plants personnel for information retrieval
– Controls document storing to, and retrieval from, the retention center according to departmental guidelines.
– Receive & log all documents before being forwarded to assignee.
– Receiving documents, drawings from affiliate/contractors, subcontractors and controlling the flow of received documents to all the departments
– Overall control of all the incoming/outgoing documents.
– Assisting other staff in department in their work as needed.
– Attend and forward business calls
– Typing letters, memos & reports , answer the phone, take messages
– Periodic check of cartridges/papers in fax machines, copier & printer.
– Update & maintain organization chart accurately
– Schedule meetings, reserve the conference room dinner & hotel.
– Keeping record of attendance, overtime & compiling leave schedule & timesheet files.
– Maintain the inventory of equipment.
– Preparing presentations for weekly meetings.
– Collecting daily mails and distributing among the employees.
– Assisting other staff in department in their work as needed.
– Compiles statistical information and prepares reports as requested
– Preparing and maintaining Traffic safety employee’s personal files
– Maintains complete and accurate filing system for forms, records and general correspondence.
– Maintaining Employee’s leave application, vacation, timesheet, salary etc
متطلبات الوظيفة

• Good Secretarial Skills