Role Objective : The Executive Personal Assistant shall be responsible to provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing support / clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
General Administrative Duties :
Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
Answers phone calls and direct calls to appropriate parties or take messages.
Conducts research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
Attends meetings to record minutes.
Greets visitors and determine whether they should be given access to specific individuals.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
Files and retrieves corporate documents, records, and reports.
Open, sort, and distribute incoming correspondence, including faxes and email.
Makes travel arrangements for executives.
Prepares responses to correspondence containing routine inquiries.
Prepares agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
Coordinates and directs office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
Provides clerical support to other departments.
Manages and maintains executives& schedules.
Compiles, transcribes, and distributes minutes of meetings.
Set up and oversees administrative policies and procedures for offices or organizations.
Supervises and trains other clerical staff and arrange for employee training by scheduling training or organizing training material.
Interprets administrative and operating policies and procedures for employees.
Acts as point of contact for related HR requests of directorate employees.
Coordinates the daily activities of the departments under the directorate in order to ensure the smooth flow of tasks and monitoring of deadlines to be met.
Liaises with the directors under the directorate pertaining to the submission of data, reports and other information required from time to time.
Ensures to relay important information from Directors to Executive Directors.
Deals with VVIP and VIP guests of the Executive Directors
Handles simple queries of employees and confers with the Executive Directors on some issues to be resolved.
Handles incoming requests and ensures that the same is forwarded to the appropriate Director for action and monitors the resolution of such requests.
Acts as custodian of important HR documents such as Organizational Charts, Job Descriptions, Department mandates and related memos.
Safety, Quality and Environment
Follows all relevant safety, quality and environment programs, policies and procedures so that work is accident free and is up to the highest quality standards.
Policies and Procedures
Follows all relevant operational and company policies and procedures so that work is carried out in a controlled and consistent manner.
Collects and inputs date and information in reports as required.
Carries out and perform other related duties as specified and when required and assigned by the line Manager to improve or enhance the efficiency of department work and performance.
Qualifications : Educational Qualifications
Bachelor’s degree in Business Administration, Office Management or related field.
3 to 5 years relevant experience as Secretary, Personal Assistant or Office Administrator in a reputable company.
Planning and organizing skills
Quality and Customer Focused
Excellent Communication Skills ( English and Arabic )
Knowledge of basic clerical duties
Excellent filing and coding of documents and files
Proficient in MS Office Applications
Average typing speed i.e. 45 wpm.
Note : Should be amenable to work on Saturdays as per business needs.
Education : Bachelor's degree / higher diploma