Executive Secretary

Role Overview

The Executive Secretary will manage comprehensive administrative responsibilities, ensuring smooth communication and documentation flow across various organizational departments. This position plays a critical role in supporting executive leadership and coordinating key office operations in line with established policies.

Key Duties and Responsibilities

• Manage all incoming and outgoing correspondence across administrative units, including documentation, registration, and archiving, collaborating closely with administrative assistants from different departments.
• Provide direct administrative and office assistance to executive management or sector leaders.
• Handle scheduling and supervision of meetings, accurately record agendas and minutes, distribute these to relevant parties, and monitor the follow-up actions to ensure completion.
• Compile statistical reports for diverse administrative departments in coordination with their respective representatives.
• Interpret and implement verbal instructions effectively to facilitate decision-making processes.
• Plan and organize activities related to official ceremonies and events.
• Execute all office administrative procedures following authorized policies and guidelines.
• Facilitate the execution of senior management decisions, maintaining strict adherence to deadlines.
• Maintain communication and coordination with both internal and external stakeholders concerning sector activities.
• Draft official correspondence and administrative letters in compliance with approved standards and formats.
• Engage in continuous improvement of administrative procedures and office work methodologies.
• Monitor office operations through relevant administrative performance indicators and reporting mechanisms.

Qualifications and Expertise

• Possess a Bachelor’s degree in Business Administration or an equivalent discipline.
• Have at least five years of professional experience in a related administrative role.
• Demonstrate proficiency in both written and spoken Arabic and English; knowledge of French is advantageous.
• Be adept at using Microsoft Office applications at an advanced level.
• Show a thorough understanding of applicable workplace policies, procedures, and regulations.
• Exhibit excellent communication skills with the ability to engage effectively across all organizational tiers.
• Prepare executive reports and correspondence with professionalism and precision.
• Uphold strong work ethics and ensure confidentiality of sensitive information.
• Possess superior organizational skills, including effective time management and capability to juggle multiple tasks simultaneously.