Secretary

Executive Secretary

Job Summary

The executive secretary plays a pivotal role in supporting senior management and ensuring the smooth operation of daily processes. They are responsible for coordinating appointments, preparing reports, following up on internal and external communications, and supervising complex administrative tasks. They act as an effective link between management, employees, and clients, while maintaining a high level of confidentiality, accuracy, and professionalism.

Duties and Responsibilities

• Manage and organize schedules and agendas for senior management and important meetings.

• Prepare and organize official correspondence, reports, and presentations.

• Coordinate between different departments to ensure the implementation of decisions and continuous follow-up on projects.

• Receive and follow up on telephone calls and emails in a professional manner.

• Arrange and attend meetings, document meeting minutes, and distribute them to the relevant parties.

• Organize and maintain files and records (both paper and electronic) in an orderly and confidential manner.

• Perform translation tasks (if any), especially in an international technical environment.

• Contribute to planning company events and workshops.

• Follow up on travel requests and bookings for senior management when needed.

Academic Qualifications

• Bachelor's degree in Business Administration or Human Resources or any relevant field.

• Preferably holding training certifications in Office Management or Time Management or Business Correspondence.

Required Skills

• High skills in written and oral communication in both Arabic and English.

• Proficiency in using Microsoft Office (Word, Excel, PowerPoint, Outlook).

• Strong organizational skills and ability to manage priorities under work pressure.

• Good understanding of the nature of tech companies and ability to deal with a fast-changing work environment.

• Skills in preparing reports and professional presentations.

• High confidentiality in handling sensitive information.

• Quickly learn and adapt to modern technical tools and systems.

Work Experience

• Experience of no less than tech companies or multinational companies.

• Proven experience dealing with executives and senior management.

• Experience in coordinating high-level meetings and events.

• Background in project management or medium management is an additional advantage.

Personal Traits

• Accuracy and attention to detail.

• A pleasant personality and a remarkable professional presence.

• High ability to solve problems and make decisions.

• Flexibility and willingness to work outside of normal hours when necessary.

• Ability to work as part of a team while maintaining independence in completing tasks.

• Graduate of any Business Related 4 year course
• Has at least 2 years of experience
• Excellent written and oral communication skills
• Team player
• Ability to handle pressure efficiently

• Clerical tasks such as placing calls and filing
• Office management and business communication
• Customer service and accounts management
• Getting client job specifications and requesting quotes from presses and suppliers
• Preparing quotations for clients and acquiring approval
• Project management including preparing and updating time tables
• Coordinating with production personnel and clients
• Initiating quality control and managing logistics
• Following up with clients

• 46 years of experience in the same field.