A leading engineering trading company specialized in importing and distributing the latest technologies for HVAC and renewable energy systems is seeking an organized, highly motivated, and multitasking Executive Secretary. The Executive Secretary will provide high-level administrative support to the CEO and other senior staff.
Job Specifications:
- Experience: at least 8 years, with relevant experience as Executive Secretary or Office Manager or Personal Assistant to Chief Executive Officers and/or General Managers.
- Education: B.A Degree in Business Administration or any relevant field, or Secretarial Diploma
- Being active and a Team Player is a must.
Skills:
- Excellent time and task management skills
- Excellent communication skills in both Arabic and English
- High level of attention to details, accuracy and confidentiality
- Excellent event planning and coordination skills
- Office management
- Communication etiquette
Duties and Responsibilities:
* Acting as a first point of contact: dealing with CEO guests and official delegations, official correspondence in both English and Arabic in addition to assisting the CEO in all administrative and operational tasks, according to need and as assigned in terms of reporting and follow-up on implementation of all tasks.
* Organizing and maintaining CEO's agendas and meetings programs, including setting visits and appointments.
* Welcoming guests by greeting them at all levels of seniority, in person or over phone/email, and answering or directing inquiries to the concerned departments and staff.
* Managing specific projects as requested by the CEO related to activities and trips, as well as projects related to the management team.
* Preparing presentations for CEO meetings, including developing the draft texts, researching data and consulting with different departments and individuals, creating slides, and consulting technical staff on adding visuals/audio and graphs as needed.
* Drafting official correspondence in English and Arabic, in addition to preparing briefing notes, speaking points and presentations.
* Working closely with the CEO and Marketing Department to organize VIP visits, activities and events.
* Coordinating with concerned departments to ensure work is carried smoothly.
* Receiving CEO's mail and bringing to the attention of the CEO the important letters and faxes received.
* Forwarding, on behalf of the CEO, official letters, and faxes to the concerned departments, in addition to preparing official replies to received letters and faxes as needed.
* Organizing and attending meetings when required while ensuring that the CEO is provided with all relevant documents. Taking notes and minutes of meetings as required and using the approved formats.
* Organizing, filing, and archiving relevant documents; both electronically and in hard copies, in addition to creating and updating CEO office's contact lists, and creating a filing system as needed including providing historical references in an easy manner to retrieve.
* Arranging the CEO's travel plans; including booking flights and arranging for accommodation, transportation, and scheduling meetings. This may include occasionally travelling with the CEO to take notes at meetings, or to provide general assistance during presentations or any other related matter.
* Maintaining the CEO office inventory of equipment and office supplies. Ordering assets and supplies for the use of CEO office as needed.
* Keeping and updating a database of all entities and individuals that includes their information, and in an easy manner to retrieve.
* Managing CEO hospitality's events; this includes compiling guests' lists, sending invitations, managing RSVPs, arranging receptions, and booking for lunches, dinners, day trips and any other hospitality's requirement.
* Implementing any other task as may requested by the CEO.
