Executive Secretary

Found in: beBee S EG - 3 weeks ago

Egypt ALWAN AL ALBARQ Full time
Job Description

  • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
  • Attend meetings and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Make travel arrangements for executives
  • Handle confidential documents ensuring they remain secure
  • Prepare invoices or financial statements and provide assistance in bookkeeping
  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct research and prepare presentations or reports as assigned
Job Requirements

Key activities:
Manage the executive’s appointments and schedules and make travel arrangements to make the best use of their time. 
Maintain the executive's special/strategic projects. Advises, supports, assists, coordinates, and collaborates on special projects which are highly complex, and involve creation and oversight of multifaceted teams.

Gather, compile, verify, and analyze information for the executive to use in documents such as memos, letters, reports, speeches, presentations, and news releases. Facilitate smooth communications between the executive and other executives, managers, and employees; and between the executive and external parties such as media, customers, and the public. May have access to the executive's email accounts to schedule their appointments and answer or redirect routine inquiries from internal or external sources.

Skills

BA or Higher Diploma in Secretarial Studies.

Knowledge of Microsoft Office and telephone protocol

Computer literate with the ability to learn new software applications. Duties require professional verbal and written communication skills both in English and Arabic languages and the ability to type 50 wpm. Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information.

Work may requires a willingness to work a flexible schedule.

Event organization, managing, planning, and coordination. 

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