Personal Secretary

JOB SUMMARY

The Personal Secretary performs complex and confidential administrative and clerical duties to ensure the professional, efficient and effective fulfilment of the ARTOC Group’s objectives.

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