Job title: Executive Secretary

Job Duties :

• Maintain executive's agenda and assist in planning appointments, meetings, and conferences etc.
• Attend meetings and keep minutes.
• Co-ordinate and facilitate with all departments and outside persons.
• Receive and screen phone calls and redirect them as necessary.
• Handel and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for MD.
• Handle confidential documents ensuing they remain secure.
• Prepare Cash/Check requests or financial using word processing, spreadsheet, database, or presentation software.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Conduct researches and prepare presentations and/or reports as assigned to her.
• Establish & maintain professional relationship within and outside the company.
• Handle incoming mails as well as other materials and reports to Managing Director.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Manage inventory of office supplies and stationary.
• Manage the availability of meeting rooms and material resources.
• Perform other tasks assigned to her when needed.
• Prepare and distribute correspondence, memos and forms.
• File and update contacts information of employees, customers, suppliers and partners.
• Support and facilitate the completion of regular reports.
• Develop and maintain a filing system.
• Frequently check the levels of office supplies and place appropriate orders.
• Document expenses and hand in reports.
• Perform other tasks assigned to her when needed.

Requirements:

• A Bachelor's degree in Management or another major with experience in the same field.
• Proficient in MS Office (Word, Excel, Power Point, …etc).
• Designing in Adobe Programs.
• Fluency in written and spoken English
• Familiarity with office organization and optimization techniques.
• High degree of multi-tasking ability and time management capability.
• Proven work experience as Executive Secretary or similar administrative role.
• Integrity and professionalism
• Tends preparation skills.