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Job Description
For premium Real Estate Developers group in Saudi Arabia looking for
Board Executive Secretary
- He acts on behalf of the Director of the General Manager’s Office in the event of his absence due to travel, illness, vacations, or a vacancy in the position.
- Preparing the monthly schedule of appointments and work for the General Manager and the Executive Director.
- Preparing the weekly plan for the work of the General Manager and Executive Director - Maintaining the general appearance of the senior management office in terms of cleanliness and order.
- Receiving and welcoming visitors from senior management .
- Coordinating the interview schedule for the General Manager and the Executive Director.
- Editing and printing letters and correspondence related to senior management.
- Save and maintain all files of the Senior Management Office in a way that ensures their safety and prompt recall.
- Receiving and directing incoming mail and faxes in the name of senior management, presenting them to the specialist, and indexing these documents.
- Receiving, directing and sending e-mail messages to senior management and indexing these messages.
- Recording mail and faxes issued by the senior management office and indexing the outgoing faxes.
- Writing minutes of all meetings and sessions in which the General Director or Executive Director is a party.
- Preparing for senior management meetings or periodic meetings and coordinating and preparing all documents and papers related to the subject of the meeting.
- Assisting senior management in all work not included in this description based on a personal request.
- Receiving and making telephone calls to the senior management office and indexing telephone numbers and addresses.
- Organizing and indexing internal reports received from other departments and divisions, presenting them to the General Manager or the Executive Director, following up on the decision of the General Manager or the Executive Director regarding them, and recording them in their records.
- Ensure that all office and electrical equipment is in working condition continuously, request maintenance officials from inside and outside the company, and follow up on maintenance work for all office equipment located in the senior management office.
- Ensure the availability of all office and clerical tools for senior management and work personnel in the senior management office.
- Sending invitations to participants in meetings called for by the General Director or Executive Director and recording this on special forms.
- Booking travel tickets, hotels, and entry tickets to exhibitions for senior management, and organizing business trips.
- Teaching and directing the assistant secretarial personnel and raising their professional level in a way that qualifies them to assume responsibility after being promoted and to submit their performance evaluation reports.
- Writing a weekly report to show what work has been accomplished and what has been postponed, along with the reason, and submitting it to the office manager.
- All of the above must be done in accordance with the official procedure approved by the Executive Secretariat.
- The Executive Secretary is responsible for keeping all records of quality models related to the Executive Secretariat procedure, and all of his work is subject to internal review.
Job Requirements
- Bachelor of Commerce - Business Administration Department (Arabic).
- Bachelor of Commerce - Business Administration Department (English).
- Bachelor of Foreign Trade - Business Administration Department - Bachelor of Management Information Systems.
- Filling Skills.
- Organizing meetings, preparing the agenda, and writing minutes (Organizing & Preparing for Business Meeting).
- Dealing with desktop and laptop computers professionally.
- Use MS Word professionally and with a writing speed of no less than 40 words/minute.
- Dealing with Outlook Express professionally.
- Dealing with Power Point and preparing slides and presentations.
- Dealing with Internet browsing programs professionally.
- Dealing with printing, photocopying, fax, paper shredders and packaging machines to a very good degree.
- Intermediate administrative skills to manage those under his supervision and distribute work to them.
- Effective communication skills and delivering information to specialists and non-specialists.
- The ability to complete and perform more than one task at the same time without confusion.
- Preparing appropriate expressive formulations for correspondence in Arabic and English.
