Executive Secretary/Office Manager

REPORTS DIRECTLY TO:

• Administration and Personnel Manager (APM) but receives direct and daily guidance from the Director General’s Representative

FUNCTIONS:

• Provide executive assistance for Director General Representative (DGR).
• Oversee Cairo Office communications and correspondence and assist in overall office administration.
• Coordinate and ensure efficient work overflow between the organization different departments.
• Perform administrative assistance in absence of Administration and Personnel Manager.

Executive Support:

• Provide executive support that is timely, effective and to a professional standard for DGR. Screen DGR’s mail and calls and authorized in select circumstances to block calls or relay messages on the DGR’s behalf.
• Manage DGR schedule, maintain the daily calendar, de conflict meetings and events, coordinate meetings with outside business, diplomatic and ministerial counterparts.
• Manage the DGR calendar, assure appropriate transportation is available, prepare daily reminders.
• Assist in organizing travel arrangements and social functions for DGR.
• Perform all executive secretarial duties including note taking, preparation of correspondence, maintaining contact with multiple outside agencies, etc.
• Maintain all official incoming and outgoing correspondence, assign and distribute correspondence, including courier and fax; efficiently and in a timely manner and provide assistance using independent judgment to determine those requiring priority attentions, prioritize, channel and facilitate communication from department heads.
• Maintain efficient and systematic management of the administrative files, retrieve information from active and archived files, and provide a computerized recordkeeping system.
• Compose and draft business letters as required.
• Coordinate office activities and schedules.
• Prepare and assist in all office social events as well as the MFO Annual Reception.
• Provide official travel bookings and airline tickets as needed.
• Carry out hotel reservations ensuring cost effective bookings are made in line with the TDY and appropriate records are maintained for financial purpose.
• Resolve issues with hotels or commercial vendors.
• Design, automate and update office lists and forms.
• Perform the administrative routine work while the Administrative officer is on leave.