Executive Secretary

We are looking for a competent Executive Secretary to provide essential support to our high-ranking officials. You will play a crucial role in organizing and maintaining the CEO schedule, as well as performing various administrative tasks.

As an Executive Secretary, you must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently. Your diligence and competence will allow executives to focus on their managerial duties without distractions.

Your primary objective will be to enhance the overall efficiency of our business by ensuring the timely and efficient completion of all assigned administrative tasks.

**Responsibilities**:

- Represents the General Manager in the event of his absence due to travel, illness, and vacations
- Preparing the monthly schedule of appointments and work for the General Manager and the Executive Director
- Preparing the weekly plan for the work of the General Manager and Executive Director
- Maintaining the general appearance of the senior management office in terms of cleanliness and order
- Receiving and welcoming visitors from senior management
- Coordinating the interview schedule for the General Manager and CEO
- Editing and printing letters and correspondence from senior management
- Save and maintain all files related to the Senior Management Office in a way that ensures their safety and quick recall
- Receiving and directing incoming mail and faxes in the name of senior management, presenting them to the specialist and indexing these documents
- Recording outgoing mail and faxes from the senior management office and indexing outgoing faxes
- Writing minutes of all meetings and sessions in which the General Director or Executive Director is a party
- Assist senior management in all work not included in this description based on personal request
- Receiving and making telephone calls to the senior management office and cataloging telephone numbers and addresses
- Organizing and indexing the internal reports received from other departments and divisions, presenting them to the General Director or the Executive Director, following up on the decision of the General Director or the Executive Director regarding them, and recording them in their records.
- Ensure that all office and electrical equipment is in working condition continuously, request maintenance officials from inside and outside the company, and follow up on maintenance work for all office equipment located in the senior management office.
- Ensure the availability of all office and writing tools for senior management and staff members in the senior management office
- Sending invitations to participants in meetings called by the General Director or Executive Director and recording this on special forms
- Booking travel tickets, hotels, and entry tickets to exhibitions for senior management, and organizing business trips
- Writing a weekly report to show what work has been completed and what has been postponed, along with a statement of the reason, and submitting it to the office manager

Scope of responsibility and supervision:
The Executive Secretary of the Senior Management must issue work orders and is responsible and supervising all of:
1) Cleaning worker

2) Buffet worker

3) Private driver for the General Manager or CEO

4) Direct assistants to the Executive Secretary

5) Delegates at the Director General’s Office

Powers and powers:

- The Executive Secretary of the Senior Management has absolute authority to issue work orders to people under his supervisory scope for the benefit of the work. He has the right to request the imposition of administrative penalties on them, as well as the right to recommend rewards and incentives for distinguished individuals working in the Office of the General Director, after the approval of his direct boss.
- Issuing purchase orders for office equipment and clerical and office tools for senior management

Qualifications:
The executive secretary for senior management must hold any of the following qualifications:

- Bachelor of Commerce - Business Administration Department (Arabic / English)
- Bachelor of Foreign Trade - Department of Business Administration - Bachelor of Management Information Systems

Experiences:

- The executive secretary for senior management is preferred to have any of the following experiences:

- At least 5 years of secretarial work experience, including at least one year in a similar job position (external experience).
- Three years of experience as an assistant secretary (experience within the company)

Languages:

- Fluent Arabic, spoken and written, with proficiency in expressive writing
- Very good English language, at least spoken and written, with proficiency in technical writing.

**Skills**:The executive secretary for senior management must be proficient in the following skills:
1. Save and recall files and documents (Filling Skills)

2. Organizing meetings, preparing the agenda, and writ