Follow up and Coordination Executive

Key Responsibilities

• Daily Management : Oversee the daily affairs of the Director General, including scheduling appointments, meetings, and responding to communications.
• Office Administration**: Manage the office of the Director General, organizing files, records, and data efficiently.
• Protocol and Public Relations**: Apply knowledge of basic protocol and public relations when interacting with visitors and external entities.
• Document Handling**: Track incoming and outgoing documents, messages, and inquiries, and escalate them to the Director General as needed.
• Advanced Secretarial Duties**: Prepare reports, letters, and correspondence as part of advanced secretarial work.
• Meeting Coordination**: Organize and prepare for meetings, including taking minutes and ensuring follow-up actions are addressed.
• Confidentiality**: Handle confidential information and data with the utmost discretion.
• Communication and Coordination**: Communicate directives from the Director General to organizational units and report on updates.

• Document Archiving**: Archive documents such as incoming and outgoing correspondence, meeting minutes, and decisions.
• Official Representation**: Accompany the Director General during official missions and events.

Required Skills

1. Communication Skills:

• Proficient in spoken and written Arabic and English.
• Effective listening and non-verbal communication skills.
• Negotiation skills and ability to interact with individuals at various levels.

2. Organizational and Management Skills**:

• Efficient time management and prioritization abilities.
• Planning and organizing skills for meetings and events.
• Systematic management of information, files, and records.

3. Technical and Computer Skills:

• Proficient in office software, including Word, Excel, and PowerPoint.
• Familiarity with communication systems and email usage.
• Understanding of information technology principles and efficient application.

4. Emotional intelligence and personal attributes:

• Strong organizational skills and attention to detail.
• Adaptability to various situations and ability to handle pressure.
• Patience, flexibility, and problem-solving capability.

5. Knowledge of Protocol and Administrative Procedures:

• Familiarity with the basics of protocol and public relations.
• Understanding of administrative processes and systems within the organization.
• Knowledge of relevant laws and regulations related to the work.

Qualifications

• Minimum two years’ experience as an executive secretary to a high level
• Secondary school or bachelor degree