Executive Secretary
Role Overview
• Schedule and coordinate important meetings, conferences, and appointments as required.
• Attend meetings, prepare accurate minutes, and follow up on agreed actions.
• Prepare, compile, proofread, and revise official documents, reports, and correspondence in **English and Arabic**.
• Maintain accurate records, files, and confidential documents.
• Prepare reports, presentations, letters, and other official correspondence accurately and efficiently.
• Organize information and maintain reference files and databases for easy access and use.
• Answer, screen, and direct telephone calls and respond to emails, messages, and other correspondence in a timely and professional manner.
• Respond to inquiries and provide efficient administrative and secretarial support to senior management.
• Conduct research, collect relevant information, and organize and categorize information as required.
• Coordinate and arrange travel schedules, flight bookings, accommodation, and other travel arrangements for senior management.
• Coordinate with internal departments and external parties on behalf of senior management when required.
• Maintain confidentiality and ensure the proper handling of sensitive information and documents.
• Monitor schedules, appointments, deadlines, and follow-up actions to ensure timely completion.
• Perform other related duties and responsibilities as assigned by management.
Key Skills for This Role
Full Job Posting
Qualifications
- Bachelor’s degree in English Literature, English Linguistics, Business Administration, or a related field.
- Additional professional qualifications in secretarial or administrative management are an advantage.
- 4–5 years of relevant experience in executive secretarial, administrative, or a similar role.
- Previous experience in a university or higher education institution is an advantage.
General Requirements
- Excellent written and spoken command of English and Arabic.
- Excellent proficiency in Microsoft Office Suite and other relevant administrative software, with the ability to learn new systems and applications.
- Typing speed of at least 40 words per minute.
- Handle confidential information and sensitive matters with professionalism and discretion.
- Strong organization, time management, attention to detail, communication, interpersonal, and coordination skills.
- Manage multiple tasks, prioritize workload, meet deadlines, and handle urgent requests under pressure.
- Professional conduct when dealing with senior management, staff, students, and external stakeholders.
Job Description
- Schedule and coordinate meetings, conferences, and appointments; attend meetings, prepare accurate minutes, and follow up on agreed actions.
- Prepare, compile, proofread, and revise official documents, reports, and correspondence in English and Arabic.
- Maintain accurate records, files, confidential documents, reference files, and databases.
- Prepare reports, presentations, letters, and other official correspondence.
- Answer, screen, and direct calls; respond to emails, messages, correspondence, and inquiries.
- Provide administrative and secretarial support to senior management.
- Conduct research, collect relevant information, and organize and categorize findings.
- Coordinate travel schedules, bookings, accommodation, and related arrangements for senior management.
- Coordinate with internal departments and external parties on behalf of senior management.
- Monitor schedules, appointments, deadlines, and follow-up actions; perform other related duties assigned by management.
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