Executive Secretary

A secretary is involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff. Duties and responsibilities: Responsible for management activities inside the company. Coordinate the communication with other organizations. Receive the company communications. Organize travel for staff. Implementing new procedures and administrative systems. Prioritizing workloads.

**Duties**:

- Performs responsible secretarial, office management, and administrative tasks in the department.
- Handles secretarial and clerical works of official, confidential, external correspondence of all company’s departments e.g. banking, public administration, and internal administrative memos.
- Executes routine secretarial assignments on a variety of general clerical duties.
- Performs work coordination with his own department colleagues as well as with other departments.
Receives and monitors incoming calls and visitors
Screens incoming correspondence and reports.
- Resolves complaints within his scope of information and authority and refers to others, as appropriate.
- Plans, organizes and assigns distribution of mail (internal, external, and international) to the concerned personnel.
- Designs, establishes and maintains a management information system, including physical and electronic files, for the Division.
- Type’s letters, memoranda, reports, etc., from dictated, handwritten, or other sources.
- Distributes and tracks the internal mails issued from all dept.
- Research, complies, assimilates and prepares confidential and sensitive documents.
- Operates office equipment including copiers, facsimile machines and computers; to input and retrieve data and text.
- Operates computers to produce a variety of documents, charts and graphs in final form
- Organizes and maintains disk storage and filing.
- Assists in preparing agenda and related material for superiors meetings.
- Manages the schedules and arranges the appointments, meetings and conferences for his superior and staff, as directed.
- Receives and entertains guests and visitors visiting his Dept.
- Organizes and maintains relevant department files and records.
- Performs other supplementary jobs assigned by superiors.

Skills - Proven experience as an Administrative Assistant, or Office Admin Assistant - Knowledge of office management systems and procedures - Working knowledge of office equipment, like printers and fax machines - Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) - Excellent time management skills and the ability to prioritize work - Attention to detail and problem solving skills - Excellent written and verbal communication skills - Strong organizational skills with the ability to multi-task - High School degree; additional qualification as an Administrative assistant or Secretary will be a plus. -Industry: Admin