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Job Description

JOB DESCRIPTION – EXECUTIVE SECRETARY

Position Title: Executive Secretary
Scope of Responsibilities: Provide secretarial assistance and coordinate with office support requirements in answering enquiries, organizing travel arrangements, meetings, drafting business correspondences and other ad-hoc administration duties. May also exercise considerable judgment and discretion at routine tasks.

Primary Duties:
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings. Compile, transcribe, and distribute minutes of meetings.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Make travel arrangements for executives.
• Perform related duties as and when directed by the direct supervisor.
• e-Notary replies to clients, particularly in English.

Job/Cost Impact: Ensure proper correspondence layout, arrangement and grammatical composition, prioritise tasks in order of importance as well as maintain discretion in the management and release of confidential information.

Decision Making Authority: Decisions limited to all routine secretarial activities.

Supervisory Responsibility: None

Work Contacts: Frequent internal contacts across all departments reporting in to the direct supervisor. External - All incoming calls and visitors.
Competencies/Knowledge, Skills and Abilities: Multi-lingual preferred, particularly proficiency in English and Arabic.

Physical Effort and Work Environment: Duties performed in Main Office mostly in air-conditioned surroundings. Approx. 70% of time spent on the computer.

Minimum Job Requirement: Bachelor Degree with 5 years’ experience in a secretarial capacity and competent in administration of various functions related to office organization and communication practices.