Executive Secretary
Skills
About This Role
Organizational Accountabilities
- Ensure work is performed based on approved policies, processes, procedures, and instructions
- Identify opportunities for continuous improvement of systems, processes and practices taking into account leading practices, cost reduction and productivity improvement
- Ensure day-to-day activities are properly performed in line with policies and procedures
- Follow-up on escalated cases/issues of subordinates to ensure they are closed efficiently and in a timely manner
Functional Accountabilities
- Manage calendars, schedule appointments and meetings, and send timely reminders.
- Arrange travel and logistics for internal and external engagements.
- Draft, edit, and format official correspondence, letters, memos, and reports in Arabic and English.
- Maintain confidentiality and handle sensitive documents appropriately.
- Prepare agendas, presentations, and meeting materials.
- Screen and route phone calls and emails; respond or escalate as needed.
- Welcome visitors, manage inquiries, and ensure professional representation.
- Organize meetings and events, including logistics, invitations, minutes, and follow-up on action items.
- Maintain database of decisions and tasks from executive meetings.
- Create and manage efficient filing systems (electronic and physical).
- Handle mailing, office supplies, and general administrative workflows.
- Assist in implementing departmental policies and procedures (e.g. safety, quality, privacy).
- Participate in data collection and performance indicator tracking. Sabbar+2
- Undertake tasks as assigned by executive leadership, such as preparing briefs, following u/span> p tasks, or coordinating inter-departmental communications.
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