DUTIES AND RESPONSIBILITIES

• Preparing and editing correspondence, communications, presentations and other documents as requested;

• Filing and retrieving documents and reference materials related to business and personal matters;

• Handling bills and carrying out expense reports upon request;

• Conducting research, collecting and analysing data to prepare reports and documents as needed;

• Assist with travel arrangements;

• Recording, transcribing and distributing minutes of meetings;

• Drafting speeches outlines, memos and notes on request;

• Monitoring, distributing and responding to incoming communications (calls, emails, faxes etc.);

• Receiving incoming visitors;

• Ordering stationery and maintaining inventory and stock;

• Filing and keeping all contact databases and logs up to date;

• Keeping an organized filing system

• Able to coordinate amongst different offices, institutions, corporations and foundations

• Organizing offices

• Summarizing various materials and documents as requested 

• Conducting research

• To attend discreetly high level meetings and take minutes

• Coordinating amongst senior staff

• Assisting in organizing events of different complexity (working dinners, workshops, roundtables and conferences)

• Reviewing and sorting all incoming correspondence, distributing to appropriate group members for response and drafting own responses for review and signature.

•  Scheduling appointments and agendas 

• Taking dictation in English and Arabic, transposing correspondence into required formats and translate from Arabic to English and vice versa upon request

•  Undertaking any secretarial duties requested 

QUALIFICATIONS AND REQUIREMENTS

• A minimum of 5 years secreatarial experience, with working knowledge of contemporary office technologies and processes;

• Demonstrated ability to prioritize among multiple tasks and manage time efficiently;

• Excellent English spoken and written

• Very good IT skills

• Detail oriented and very organized

• Handle a constantly changing schedule

• Able to handle multi-tasking and stress with a cool and positive attitude

• Pleasant personality and professional

• Team player

• Working in total confidentiality

• Active listening

• Positive attitude and exceptional follow-up skills

• Excellent written/verbal communications skills

• Working well under pressure

• Discretion at all times