Executive Secretary (Female)

Job Description

1.       Manage and organize calendar of activities of the Managing Director’s (MD) business and related schedules and appropriately communicate internally and externally.
2.       Facilitate MD travel arrangements; become familiar with the specific, detailed needs of the MD and travel partners; create organized travel itinerary portfolios for documentation and reference.
3.       Prepare agenda, facilitate meeting arrangements, take notes and distribute minutes of the meetings, and liaison with business partners and board of directors of sponsored and affiliate companies as needed.
4.       Manage contacts using appropriate software (e.g. Outlook) to conduct up-to-date database entry, track VIP relations and correspondences; facilitate business relationships by familiarizing oneself with various events, milestones.
5.       Coordinate flow of information (incoming and outgoing) with internal and external customers, prioritize phone messages, emails and mails.
6.       Write clear and concise emails and letters for internal and external customers, partners, and service providers; as well as in communicating relevant events and announcements.
7.       Manage tasked key corporate accounts and/or brief research assignments.
8.       Use of MS Word (Outlook, Word, Excel and PowerPoint) to produce weekly and/or monthly reports, materials for internal and external updates, meetings and presentations.
9.       Closely coordinate with accounts administrator and public relations officer (mandoob) regarding finance and administrative matters.
10.   Maintain confidentiality and use a high degree of discretion.
11.   Organize and maintain paper and electronic filing systems.
12.   Use variety of office equipment such as fax, photocopying, scanner machines and video and teleconferencing system.
13.   Perform other related tasks and duties as assigned.