Roles and responsibilities:
- Acting on behalf of the Director of the General Director’s Office in the event of his absence due to travel, illness, vacations, or a vacancy in the position
- Preparing the monthly schedule of appointments and work for the General Manager and Executive Director
- Preparing the weekly plan for the work of the General Manager and 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 General Manager and the Executive Director
- Editing and printing letters and correspondence related to the direct manager
- Save and maintain all files related to the direct manager’s office in a way that ensures their safety and prompt recall
- Receiving and directing incoming mail and faxes in the name of the direct manager, presenting them to the specialist and indexing these documents
- Receiving, directing and sending e-mail messages to the direct manager and indexing these messages
- Recording mail and faxes issued by the direct manager’s office and indexing the outgoing faxes
- Writing minutes of all meetings and sessions in which the General Director or Executive Director is a party
- Preparing for management meetings or periodic meetings and coordinating and preparing all documents and papers related to the subject of the meeting.
- 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 General Manager or the Executive Director, following up on the decision of the General Manager or the Executive Director regarding them, and recording them in their 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 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
- Teaching and directing the assistant secretarial personnel and raising their professional level in a way that qualifies them to assume responsibility after being promoted and to submit their performance evaluation reports.
- Writing a weekly report to show what work has been accomplished and what has been postponed, along with the reason, and submitting it to the office manager
- Maintaining all records of quality models related to the executive secretarial procedure and all its work is subject to internal review
Requirements:
Experience in the same field
Educational qualification: Diploma or Bachelor’s degree
