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Job Description
- Assist the CEO in his role as a Company Secretary by working closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Managing CEO schedule by creating diaries, organizing meetings and appointments, reminding the CEO of important tasks and deadlines to ensure the quality of service.
- Act as the first point of contact through doing administrative tasks and coordinating between the CEO office and other departments to facilitate daily tasks.
- Organizing and attending meetings and ensuring the CEO is well prepared for meetings
- Arrange meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.
- Complete a broad variety of administrative tasks that effectively lead the organization, including assisting with special projects; designing and producing complex documents, researches , company brief , reports, organizing Events ,proposals and presentations , etc. ...
- Collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
- Maintaining contact lists; making travel arrangements, Hotel reservations, Car rent reservations for executives and partners and completing expense and mileage reports.
- Attend internal and external meetings to keep minutes.
- Manage information flow in a timely and accurate manner
- Receive and screen phone calls and redirect them when appropriate
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, fax, packages etc.)
- Handle confidential documents ensuring they remain secure
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Prepare monthly attendance.
- Look after office supplies needs (Fax machines ,New printers, laptops, stationery, Buffet items etc.…) and arrange necessary repairs
- Develop and maintain a filing system.
- Undertake occasional receptionist duties.
- Follow up on assignments being written daily.
- Carry out any tasks assigned to it in the scope of my job responsibilities
- Ensuring the confidentiality and security of files and filing systems
- Assist the CEO in his role as a Company Secretary by working closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Managing CEO schedule by creating diaries, organizing meetings and appointments, reminding the CEO of important tasks and deadlines to ensure the quality of service.
- Act as the first point of contact through doing administrative tasks and coordinating between the CEO office and other departments to facilitate daily tasks.
- Organizing and attending meetings and ensuring the CEO is well prepared for meetings
- Arrange meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.
- Complete a broad variety of administrative tasks that effectively lead the organization, including assisting with special projects; designing and producing complex documents, researches , company brief , reports, organizing Events ,proposals and presentations , etc. ...
- Collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
- Maintaining contact lists; making travel arrangements, Hotel reservations, Car rent reservations for executives and partners and completing expense and mileage reports.
- Attend internal and external meetings to keep minutes.
- Manage information flow in a timely and accurate manner
- Receive and screen phone calls and redirect them when appropriate
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, fax, packages etc.)
- Handle confidential documents ensuring they remain secure
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Prepare monthly attendance.
- Look after office supplies needs (Fax machines ,New printers, laptops, stationery, Buffet items etc.…) and arrange necessary repairs
- Develop and maintain a filing system.
- Undertake occasional receptionist duties.
- Follow up on assignments being written daily.
- Carry out any tasks assigned to it in the scope of my job responsibilities
- Ensuring the confidentiality and security of files and filing systems
Job Requirements
- Gender: Female
- Experience in the field is a Must, minimum of three (3) years administrative or secretarial experience, or equivalent combination of business school/secretarial training and job-related experience.
- Strong ability to execute work with diversity, equity, and inclusion lens.
- Expert proficiency with Microsoft Office (especially PowerPoint)
- Strong verbal and written communication skills.
- Proficiency in the English language written, reading and orally
- Exceptional organizational skills and impeccable attention to detail.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Ability to multitask.
- Familiarity with email scheduling tools, like Email Scheduler.
- Attention to detail and problem solving skills.
Note : Applicants for the job are required to test some of their skills in (MS office , Email Arabic & English , Doing letters)
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