CEO Executive Assistant

Confidential Company Heliopolis, Cairo

Applicants for
1 open position
In Consideration
Experience Needed:
4 to 8 years
Career Level:
Experienced (Non-Manager)
Job Type:
Full Time
1 open position
Females Only
Job Categories:
About the Job

Calendar Management, Meeting & Appointments

  • Manage and maintain the Chairman’s calendar and be able to prioritize and monitor any schedule/diary conflicts
  • Plan and schedule meetings and appointments for both internal and external meetings, exhibitions and business travel
  • Update the Chairman of upcoming deadlines for both internal & external commitments and engagements
  • Coordinate meetings, discussions and appointments including preparation of materials for discussion and other amenities
  • Attend and prepare minutes and records of various Weekly/ Monthly meetings.
  • Distribute the minutes of meeting on a timely basis and to follow up actions when relevant.
  • To prepare the next meeting by collecting and providing relevant materials.
  • Follow-up on incoming and outgoing correspondences and to arrange for distribution of correspondences on a timely basis
  • Review the applicability and priority of correspondences, reports and other documents and to highlight any urgent correspondence
  • Filter information, communication and taking appropriate action by escalating or redirecting based on the Chairman's direction in order to manage his time efficiently.

Record Keeping and File Management

  • Maintain and control an accurate and complete record of documents and correspondences in Correspondence Database.
  • Manage an organized filing system for efficient data retrieval.
  • Ensure that the necessary documents such as records of correspondences, memos, minutes of meetings, and any data/ information back-up are readily accessible when required
  • Manage and maintain the Chairman's contacts database and to ensure that it is up-to-date.

Reporting and Monitoring

  • Ensure timely and accurate preparation of documents, reports, papers and presentations for upcoming meetings/ appointments
  • Develop and maintain periodic reporting for the Chairman office as and when required.
  • Create Weekly and monthly reports from different departments.

Office Management

  • Leadership for the Secretarial staff by monitoring the procedures, and providing guidelines to ensure that it is relevant to the operational needs.
  • Maintain overall knowledge of company's projects by attending site visits and keep abreast of the projects development
  • Manage and enhance relationships with the relevant internal & external company partners, associates and any other relevant organizations.
  • Maintain a flow of information to colleagues and other co-employees while maintaining confidentiality or sensitive information and interact professionally with all levels of management, staff, business associates and business partners at all times
  • Undertake other important ad-hoc assignments and entrusted responsibilities that may arise due to work contingencies


Job Requirements
  • Bachelor degree
  • Fluent in English is a MUST
  • Females only.
  • Proficiency in MS Office (MS Excel and MS Outlook, ...)
  • Communication skills
  • Ability to multi-task and work in a fast paced working environment
  • unveiled 
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