Executive Assistant - Arabic Speaker

Job Objective

Provide administrative support to CEO including organizing and planning office operations in order to ensure office operations effectiveness and efficiency

Functional Role:

Office Correspondence :

• Compose, prepare all related correspondence using a range of office software, including email, spreadsheets and databases;
• Proofread and disseminate correspondences to the related internal and external parties;
• Provide administrative and clerical support to department’s team members;
• Receive and screen incoming calls, greet visitors and handle their inquiries or direct them to the appropriate persons according to their needs;
• Follow-up any issue internally concerning HR related matters for office staff, e.g. attendance, visa processes, medical insurance, etc.

Calendar Management:

• Schedule; prioritize appointments, ensuring that meetings, deadlines and other duties of the CEO office are carried out seamlessly;
• Handle, coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records;
• Alert line managers about cancelations or new meetings and maintain calendar up to date.

Meetings & Events:

• Organize and coordinate internal and external meetings, conferences, conference calls, etc. as requested by the CEO or for the department.
• Ensure meeting agenda is shared with all related parties, attend meetings, record meeting minutes circulate on all involved parties;

Records Management:

• Setting up and manage both electronic and paper filing systems;
• File and retrieve corporate documents, records, and reports.

General Tasks:

• Maintain office supplies of stationery and equipment suffice;
• Perform any other job-related duties and responsibilities as designated by the line manager.