Executive Secretary

Smart Solutions New Cairo, Cairo

207
Applicants for
1 open position
86
Viewed
20
In Consideration
136
Not Selected
Experience Needed:
12 to 15 years
Career Level:
Manager
Job Type:
Full Time
Salary:
Confidential
Education Level:
MBA
Vacancies:
1 open position
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 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 and 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

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 assignments and entrusted responsibilities that may arise due to work contingencies
Job Requirements
  • 12 -15 Years of working experience in performing Secretarial duties with minimum 5 years of experience dealing with Board Level / Executive Management.
  • Excellent organizational and time-management skills
  • Familiarity with basic research methods and reporting techniques
  • Proven experience as executive secretary or similar administrative role
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Degree in business administration or relative field
  • Proficient in MS Office and “back-office” software (e.g. ERP)
  • Bachelor Degree in related field- English Section
  • Certificate / Diploma in Secretarial Science, Management, Mass Communication or relevant qualifications.
About this Company

After years of business success inthe GCC region through
two sister companies, ALTC in KSA & ASTCC inUAE,we
have established our thirdsister company, Smart Solutions
for Trading Industrial andContracting (SSTIC)inEgypt.

SMART SOLUTIONS is a newly... (More)

See all Careers and Jobs at Smart Solutions
Similar Jobs
Secretary Office Administrator
Confidential Company - Cairo
Admin Office Manager New
EGIC - Giza
GM Office Manager
Confidential Company - Cairo
General Secretary For Board Of Directors.. New
Confidential Company - Cairo
Executive Secretary/ Assistant
Confidential Company - Cairo
See other new jobs >>
Hiring?
Signup for an employer account and Post your Jobs!