Secretary

– Executive Secretary / Office Manager

Job Objective

Managing the executive office with high efficiency by organizing time, arranging meetings, filtering problems before they reach senior management, in addition to managing correspondence, writing meeting minutes, direct reviews, and organizing travel and administrative tasks, to ensure business operations run smoothly and with complete professionalism.

Main Responsibilities

1. Managing the office and executive tasks
•Overseeing all office operations and organizing the daily workflow.
•Managing the schedule for meetings and appointments of the General Manager.
•Coordinating travel and logistical plans (flight reservations, hotels, transportation).
•Preparing documents, presentations, and reports before any external or internal commitments.

2. Time Management and Scheduling
•Preparing and organizing the daily, weekly, and monthly agenda of the manager.
•Avoiding time conflicts and ensuring time allocation for priority tasks.
•Providing early alerts for important tasks and appointments.

3. Arranging and Supervising Meetings
•Coordinating internal and external meetings.
•Preparing the agenda in collaboration with management.
•Preparing rooms or virtual platforms and necessary materials.
•Filtering topics and issues before the meeting and providing a summary to the manager.
•Managing guests and official visitors professionally.

4. Writing Meeting Minutes and Follow-up
•Taking minutes during meetings accurately and organized.
•Extracting decisions and main tasks (Action Points).
•Following up on execution with relevant departments and submitting periodic reports to the manager.
•Providing the minutes for review and final approval.

5. Correspondence and Communication
•Drafting and formulating official letters, internal and external correspondence.
•Answering phone calls and emails on behalf of management.
•Coordinating effectively with clients, partners, and internal departments.

6. Problem and Request Filtering
•Receiving requests from departments and employees.
•Prioritizing them (Urgent / Important / Postponable).
•Directly solving simple problems and only raising summaries to the manager.
•Protecting the manager's time from secondary details.

7. Direct Follow-up and Review with the Manager
•Regularly reviewing minutes and reports with the manager.
•Providing concise and clear summaries of events and decisions.
•Ensuring complete clarity of vision before making any strategic decisions.

8. Advanced Administrative Tasks
•Maintaining the confidentiality of information and documents pertaining to senior management.
•Effectively managing files and archiving (both paper and electronic).
•Developing new mechanisms to improve administrative performance.

Qualifications and Requirements
•Bachelor's degree in Business Administration, Office Management, or a related field.
•At least 5 years of experience in an executive secretary or office management position.
•Fluency in Arabic and English (speaking and writing).
•Strong experience in writing meeting minutes and drafting reports.
•High skill in time management and organizing priorities.
•Proficiency in MS Office and Google Workspace applications.
•A professional personality capable of representing senior management.
•Ability to solve problems and make quick decisions.
Personal Traits Required
•High organization and attention to detail.
•Politeness, social intelligence, and a strong presence.
•Flexibility to work under pressure.
•Initiative and providing practical solutions.
•Complete commitment to confidentiality and professionalism.