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.
