Executive Director's Secretary

Job Title

Executive Secretary / Administrative Assistant to the Executive Director

Job Objective

To provide comprehensive administrative and organizational support to the Executive Director ensuring efficient workflow management, communication handling, scheduling, and daily administrative tasks.

Primary Duties and Responsibilities

• Manage the Executive Director's schedule and appointments effectively.
• Organize and arrange meetings and appointments.
• Monitor daily, weekly, and monthly work agendas.
• Coordinate travel arrangements including flight bookings, hotel reservations, and visa processing.
• Handle communications by receiving phone calls, responding to inquiries or redirecting them appropriately.
• Manage email correspondence and prioritize incoming mails.
• Welcome visitors and guests of the Executive Director and coordinate their appointments.
• Prepare and draft correspondence, reports, and presentations.
• Organize and archive files and documents both physically and electronically.
• Prepare meeting minutes and follow up on the implementation of decisions.
• Coordinate between the Executive Director and various internal departments.
• Ensure follow-up on directives issued by the Executive Director across concerned departments.
• Communicate with external parties including clients, partners, and suppliers on behalf of the Executive Director when necessary.
• Handle confidential information and documents with the utmost discretion and professionalism.
• Maintain the confidentiality of business operations and administrative decisions.

Qualifications and Skills

• Educational Qualification: Bachelor's degree in Business Administration, Executive Secretariat, or related fields.
• Experience: 2 to 5 years in executive secretarial or administrative support roles.
• Technical Skills: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent writing and correspondence skills in both Arabic and English.
• Good typing speed.
• Soft Skills: Strong organizational and time management abilities.
• Polite demeanor and professional appearance.
• Ability to work under pressure and prioritize tasks efficiently.
• Trustworthy and discreet in handling confidential information.
• Excellent communication skills.