Executive Secretary

Roles and Responsibilities

• Support the CEO in day-to-day activities.
• Organize the company activities & ensure the executive is able to make all meetings & events.
• Managing the CEO’s phone calls & ensuring that the CEO attends all-important meetings.
• Make travel arrangements on behalf of the CEO & employees.
• Communicate between the executive & employees.
• Perform Executive support work, such as preparation of memos, letters, reports, correspondences, and other documents as directed. Ensure all documents are treated with confidentiality and care at all times.
• Support the HR in training plans (technical & skills) - Employees Evaluation cycle & ensure the completion.
• Support in HSE reports & awareness.
• Keep the manpower report up to date.
• Support in recruitment matrix, candidates tracking & shortlist.
• Prepare all necessary documents and schedules for the Audit and Risk Committee meetings, and distribute the same to all members for their perusal before convening of the meeting and types minutes.
• Support logistic services such as Customer documentation records, tracking shipments, dispatching, and Responsible for maintaining a consistent filling system such as Local and Overseas.
• Support records and filing of the administration document.
• Responsible and ensuring that all incoming/outgoing letters, legal documents, invoices, and couriers are collected on time and distributed to the concerned person.
• Keep an up-to-date calendar of monthly meetings.
• Assist high-level executives in Sales, Operations, Finance, HR, Marketing, in their day-to-day activities.
• Assist in Hotel accommodation and venue for visitors.
• Type as requested Arabic letters/translations, as well as outgoing mails.
• Distribute reports and other related papers for the members of the business unit leaders & create summary reports and data analysis as directed by the CEO
• Manage and keep up to date the office seating plans.
• Provide support in the preparation (PowerPoint) of presentations for management meetings
• Prepare the communication plan for the organization.
• Maintain filing and safekeeping of important documents (either incoming/outgoing letters, documents, or reports).
• Planning and coordination of Employees meetings, & record the Minutes of meetings
• HR Document Control.

Education and Qualifications

Essential

• Bachelor certificate
• 5-8 years of experience as an Executive Secretary, Administrative Assistant, or similar secretarial or administrative support role, supporting senior executives.

Skills :

• Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace).
• Excellent written and verbal communication skills.
• Good time management with the ability to multitask and prioritise tasks in a fast-paced environment.
• Attention to detail and accuracy in handling tasks and documents.
• High level of professionalism, integrity, and discretion in handling sensitive information.
• Excellent interpersonal skills for interacting with stakeholders at all levels.
• Strong problem-solving and critical thinking skills with the ability to work independently.
• event coordination