Job Purpose:

The Secretary is accountable for providing secretarial support with minimal supervision. This includes responding to calls and queries, coordinating business travel, managing hospitality arrangements, welcoming guests, composing emails, scheduling appointments, attending meetings, and maintaining office supplies. The executive secretary ensures that all services are delivered in a timely and high-quality manner.

Key Responsibilities and Activities:

1- Operations Management

• Implementation of procedures and controls covering all areas of activity, ensuring that relevant procedural/ legislative requirements are met.

2- Secretary

• Coordinate and communicate proactively with internal stakeholders.
• Collect data and perform data entry.
• Update on a continuous basis the database for tracking and reporting.
• Escalate complex problems to ensure case/issue is closed efficiently and in a timely manner.
• Assist team members and provide input to ensure projects and tasks are completed on time.
• Update database accurately with internal and external names and numbers required for tracking and reference purposes.
• Respond to internal and external calls, record messages and transfer calls as per standards.
• Receive, direct and relay fax messages to concerned stakeholders in a timely manner.
• Respond to queries and answer questions within authority in a timely manner .
• Develop and maintain strong relationships with service providers to support required operations.
• Assist in coordinating travel services (visas, tickets, and accommodations) for business travels in coordination with HR ensuring timeliness and cost-effectiveness.
• Organize and sort mail/ courier and document information in logs for tracking and archiving at a later stage.
• Welcome guests and visitors according to established protocols and escort to designated room.
• Prepare letters, emails, reports and correspondences as directed in Arabic and English.
• Organize appointment schedules, events calendars and weekly plan.
• Coordinate availability and cleanliness of meetings facilities.
• Attend meetings when required and develop minutes of meetings and follow-up for requests completion.
• Ensure availability of all office supplies and stationeries in office at all times.
• Update office extensions and phone numbers of employees.
• Perform any other related job duties as assigned.

Qualifications and Requirements:

1- Knowledge and Experience:

• Previous experience in government sector or regulatory bodies is preferred.

2- Education and Certifications:

• Diploma in Secretariat or Executive Management or a related field.
• Bachelor’s Degree in Business Administration or a related field is preferable.
• Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE) or any other equivalent certification is preferable.

Competencies:

• Reporting
• Results-oriented
• Advanced English
• Stakeholders’ management