- Preparing the monthly schedule of appointments and work for the Executive Director
- Preparing the weekly plan by the Executive Director
- Maintaining the general appearance of the senior management office in terms of cleanliness and order
- Receiving and welcoming visitors from senior management
- Coordinating the interview schedule for the Executive Director
- Editing and printing letters and correspondence related to senior management
- Save and maintain all files of the Senior Management Office in a way that ensures their safety and prompt recall
- Receiving and directing incoming mail and faxes in the name of senior management, presenting them to the specialist, and indexing these documents
- Receiving, directing and sending e-mail messages to senior management and indexing these messages
- Recording mail and faxes issued by the senior management office and indexing the outgoing faxes
- Writing minutes of all meetings and sessions in which the Executive Director is a party
- Preparing for senior management meetings or periodic meetings and coordinating and preparing all documents and papers related to the subject of the meeting.
- Assisting senior management in all work not included in this description based on a personal request
- Receiving and making telephone calls to the senior management office and indexing telephone numbers and addresses.
- Organizing and indexing internal reports received from other departments and divisions, presenting them to the Executive Director, following up on the Executive Director’s decision regarding them, and recording them in their own records.
- Ensure that all office and electrical equipment is in working condition continuously, request maintenance officials from inside and outside the company, and follow up on maintenance work for all office equipment located in the senior management office.
- Ensure the availability of all office and clerical tools for senior management and work personnel in the senior management office
- Sending invitations to participants in meetings called for by the General Director or Executive Director and recording this on special forms.
- Booking travel tickets, hotels, and entry tickets to exhibitions for senior management, and organizing business trips
- Writing a weekly report to show what work has been accomplished and what has been postponed, along with an explanation of the reason, and submitting it to the Executive Director
- Maintaining all records of quality models related to the executive secretarial procedure and all its work is subject to internal review
Requirements:
Ability to deal with MS Word professionally, with a typing speed of no less than 40 words/minute, and Outlook Express professionally.
The ability to deal with Internet browsing programs professionally
Ability to use Power Point and prepare slides and presentations.
