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Job Description
- Prepares documents and presentation materials; screens and responds to incoming correspondence, inquiries, and phone calls; drafts letters and official information releases; arranges and attends meetings; takes and distributes minutes.
- Manages the executive’s appointments and schedules and makes travel arrangements to make best use of their time
- Gathers, compiles, verifies, and analyses information for the executive to use in documents such as memos, letters, reports, speeches, presentations, and news releases
- Coordinates internal and external meetings / conferences so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available
- Facilitates smooth communications between the executive and other executives, managers, and employees; and between the executive and external parties such as media, customers, and the public
- Accesses the executive's email accounts to schedule their appointments and answer or redirect routine inquiries from internal or external sources
- Provides specialist project based administrative support when required
- Handles confidential information and maintains the security of the executive’s records and files
- Maintains the executive's office and accounting records; monitors, reviews, and approves standard expenditures to ensure that the activities of the office are conducted within established budgets
- Performs other administrative tasks using independent judgement and discretion
- Plans, organizes, and schedules own workload so that all activities are completed accurately and on time
- May supervise more junior employees within the administrative function
Job Requirements
- Bachelor degree in Business Administration or a closely related field.
- Office management certificate is a plus.
- 7+ experience in related office management.
- Excellent English.
- Good skills in using Excel, Word, Outlook and PowerPoint.
- Excellent communication skills.
- Reliable.
- Highly organized.
- Flexibility and adaptability with ability to multi task to juggle a range of different tasks and to work extra hours to meet deadlines.
- An understanding of confidentiality issues and the use of discretion
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