Executive Secretary
Job Description
Job Title: Executive secretary
Major Responsibilities & Accountability:
- To provide a comprehensive secretarial and administration service to the Management across the range of his work.
- To develop, maintain and review administration systems to achieve maximum efficiency.
- To maintain and organize the management diary, filing system and all other relevant areas as necessary.
- To support the Chairman / Chief Executive Officer / COO in projects, proposals, bids, etc. through research, consultation and team-management.
- To draft speeches, articles, briefings, and project proposals as requested by the management.
- To professionally represent the organization at sector networking events
- To facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also by arranging refreshments, seating and taking minutes if required to do so.
- To Liaise and co-ordinate with Department Heads, Government Relation and Office Staff, employees, external bodies and agencies.
- To respond to management and other stakeholder queries in a timely and professional manner, both orally and in writing.
- To co-ordinate all senior management travel arrangements
- To compile official papers and ensure they are sent in good time for meetings. To circulate reports, minutes and agendas for management and Sub-committee review meetings.
- To be responsible for receiving enquiries and providing an effective referral service to service users.
- To maintain the complaints file and ensure all complaints are responded to within target timescales.
- To maintain and continuously keep up to date all JAL mailing lists.
- To ensure the effective management and update of all relevant databases.
- To liaise positively and professionally with colleagues and visitors;
- Commit to working proactively to support both the team and project output;
- To be amiable, professional and approachable at all times.
Other Responsibilities
- Any other duties commensurate with the accountabilities of the post or any other work as directed by management.
Competencies:
- Excellent letter writing and organizational skills, Excellent written English, Arabic and the ability to communicate at all levels. Strong level of influence and negotiation skills, Time Management, Effective Communication, Analytical abilities, Mathematical competency. Ability to work under pressure to agreed deadlines and adapt to change. Excellent IT Skills, including use of Word, Excel, Power point, Access.
Work Experience Requirements:
- 5 years experience in the similar role. Good knowledge of database systems and processes, Clear understanding of confidentiality. Knowledge of Saudi legislations will be added advantage
Education Requirements/Qualifications:
- Bachelors or an equivalent degree in any subject, with interest in human resource, travel, and hospitality sector. SAP Experience added advantage.
Please forward yours CV at jobs@chaudhryassociates.com