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Job Description
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.
Job Requirements
- Flexibility and adaptability
- Familiarity with basic research methods and reporting techniques
- Excellent writing ( Arabic & English ) , editing, grammatical, organizational, and research skills.
- Fluent in English
- Excellent MS Office knowledge