Summary of Functions:
The Executive Secretary provides comprehensive administrative and secretarial support to the Group Chief Executive Officer (GCEO) and Group Chief Operating Officer (GCOO) to ensure efficient day-to-day management of executive operations. The role is responsible for handling confidential information, managing schedules, preparing official correspondence, and ensuring smooth communication between the Executive Office, subsidiaries, and external stakeholders. The Executive Secretary plays a vital role in maintaining professionalism, organization, and confidentiality within the Executive Office.
Duties and Responsibilities
Executive Administrative Support:
•Manage the daily calendar, appointments, and travel arrangements of the GCEO and GCOO, ensuring effective time management and prioritization of tasks.
•Prepare, review, and edit correspondence, reports, presentations, and other business doents with a high degree of accuracy and professionalism.
•Handle confidential and sensitive information with discretion, maintaining the integrity and privacy of executive communications.
•Maintain and organize executive files, records, and doentation for easy retrieval and reference.
Meeting and Communication Coordination:
•Schedule and coordinate executive meetings, board sessions, and internal reviews, including logistics, agenda preparation, and minute-taking.
•Record and distribute minutes of meetings, ensuring that key decisions, follow-ups, and action points are accurately captured and tracked.
•Serve as the primary point of contact for the Executive Office, ensuring effective communication between the GCEO, GCOO, subsidiaries, and external parties.
•Prepare briefing materials, background doents, and executive summaries to support decision-making.
Doentation and Reporting:
•Draft and format executive correspondence, reports, memos, and internal communications to align with corporate standards.
•Assist in consolidating reports and updates from various departments and subsidiaries for management review.
•Maintain accurate records of official correspondence, contracts, and policy doents.
Operational and Logistical Support:
•Organize official events, business meetings, and travel logistics, including visa processing, flight bookings, accommodations, and itineraries.
•Ensure timely submission of expense claims, reimbursements, and budget-related doentation for executive operations.
•Coordinate with administrative teams and department heads to ensure smooth implementation of executive directives.
Continuous Improvement and Confidentiality:
•Identify opportunities to streamline administrative processes and improve operational efficiency within the Executive Office.
•Maintain a professional and courteous demeanor while managing multiple priorities and deadlines.
•Uphold strict confidentiality and exercise sound judgment in handling sensitive matters.
Qualifications:
•Bachelor’s Degree in Business Administration, Office Management, or a related field.
•Minimum of 5 years of experience in executive secretarial or administrative support roles, preferably supporting C-level executives.
•Experience within a corporate group, holding company, or multinational organization is an advantage.
Required Skills:
•Excellent written and verbal communication skills in English (Arabic proficiency is an advantage).
•Strong organizational, multitasking, and time management abilities.
•High attention to detail and accuracy in doentation and correspondence.
•Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
•Ability to handle confidential information with discretion and integrity.
•Strong interpersonal and coordination skills, with the ability to interact effectively at all organizational levels.
•Professional demeanor, proactive attitude, and adaptability in a fast-paced environment.
Organizational Relationship:
•Directly reports to the Group Chief Executive Officer (GCEO) and Group Chief Operating Officer (GCOO).
•Works closely with department heads, administrative staff, and the Executive Office team.
•Serves as a liaison between the Executive Office and intern stakeholders to ensure smooth communication and follow-up on executive directives.
•Review cheques and supporting doents for accuracy and completeness prior to executive signature, coordinating with relevant personnel to resolve discrepancies.
•Ensure the executive office is organized, well-equipped, and ready to support executive efficiency and comfort.
Note: This job description is not intended to be all-inclusive. The inbent may be required to perform other related duties as needed to meet the company's ongoing needs.
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