Objectives of the role
Providing secretarial and administrative support to the executive team, including managing schedules, meeting planning, and document preparation.
Acting as a liaison between the executive team and internal/external stakeholders, handling communications on their behalf.
Managing travel arrangements, itineraries, and event planning for the executive team.
Maintaining confidentiality and handling sensitive information with discretion.
Coordinating and attending executive meetings, taking minutes, and following up on action items.
Overseeing special projects and initiatives as directed by the executive team, including research, report preparation, event coordination, and correspondence handling.
Ensuring the executive’s office operates efficiently by organising files and maintaining records accurately.
Your tasks
Organise and schedule meetings, appointments, and conferences, ensuring all materials are prepared in advance.
Draft, proofread, and distribute emails, memos, and other correspondence handling on behalf of the executives.
Track and prioritise tasks for the executive team, ensuring deadlines are met, and issues are escalated as necessary.
Manage executive expense reports, invoices, and other financial documents.
Handle incoming calls and communications, prioritising important matters and redirecting as appropriate.
Assist with preparing and coordinating board meetings, including agenda preparation and minute-taking.
Maintain databases and records for executive reference and ensure documents and correspondence are handled and filed systematically.
Required skills and qualifications
Bachelor’s degree in Business Administration, Office Management, or a related field.
3-5 years of experience as an Executive Secretary, Administrative Assistant, or similar secretarial or administrative support role, supporting senior executives.
Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace).
Excellent written and verbal communication skills.
Good time management with the ability to multitask and prioritise tasks in a fast-paced environment.
Attention to detail and accuracy in handling tasks and documents.
High level of professionalism, integrity, and discretion in handling sensitive information.
Excellent interpersonal skills for interacting with stakeholders at all levels.
Strong problem-solving and critical thinking skills with the ability to work independently.
Preferred skills and qualifications
Certification in office administration, executive assistance, or secretarial studies.
Experience with business operations and corporate governance.
Ability to anticipate the needs of the executive team and take initiative.
Prior experience in event coordination and project management.
Advanced knowledge of document management and record-keeping systems.
Experience handling international travel and scheduling across time zones.
Strong understanding of corporate confidentiality and regulatory compliance.
Familiarity with business analytics and reporting tools.
Familiarity with CRM software and other office management tools.
Familiarity with project management tools and office automation systems.
Bilingual or multilingual proficiency for interacting with international stakeholders.
- سنة-3 سنوات خبرة
- مؤهل عالي
- اعمال ادارية
