Executive Secretary

The role holder is responsible for providing operational and administrative support to the concerned Division/Department Head by performing a variety of secretarial and clerical duties which require considerable independent action and judgment.

KEY RESPONSIBILITIES & ACCOUNTABILITIES:

• Performs routine office duties such as answering phones, filing, photocopying, shredding,

• Sorting/distributing/sending mail.

• Manages calendars and multiple schedules to ensure the executives’ attendance at scheduled, critical meetings.

• Summaries, documents and prepares miscellaneous background documents as necessary.

• Maintains respective departmental contact lists, forms and handbooks within the shared drives.

• Receives, distributes and evaluates mail to identify those items requiring priority attention of the respective division/department.

• Compiles, coordinates and enters data into various databases including recurring report due dates, controlled correspondences.

• Receives and screens communications to the respective Division/Department Head, including telephone calls and e-mail messages, and provides assistance using independent judgment to determine that which requires priority attention; priorities, channels, and facilitates

• Communications with other departments.

• Independently responds to letters and general correspondence of a routine nature.

• Makes travel arrangements for the respective Division/Department Head and other senior leaders in the Division/Department; maintains appointment schedules and calendars for the department; arranges meetings and conferences.

• Attends committee and other meetings and takes minutes, as directed.

• Facilitates communications with internal and external contacts by screening calls, visitors, mail, answering questions and furnishing information or referring to appropriate responder.

Education Certificates:
Bachelor degree in Business Administration/ Social Studies or related field.

Competencies:

Knowledge:
• Experience with Real Estate’s projects desired.
• Knowledge and experience in office management and related tasks.

Skills:
• Strong organizational skills and attention to detail.
• Excellent communication skills.
• Computer familiarity in Microsoft Word, Outlook, PowerPoint, and Excel.
• Fluency in Arabic and English (both written and oral).

Attitudes:
1- Trustworthy
2- Reliable
3- Honest

Experience:
7-10 years of administrative office management experience desired.