Council Of Health Insurance
Executive Secretary
Job purpose
The job holder is responsible for performing secretarial support activities with minimal supervision including calls and queries response, business travel coordination, hospitality coordination, guests welcoming, emails development, appointment scheduling, meetings attendance, and office supplies maintenance ensuring timeliness and quality of services.
Responsibilities
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
Education, 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
Basic requirements of oral and written English language (Basic)
Experience
3+ years of relevant experience
Experience in office management, secretarial support and etiquette
Experience in Microsoft Office programs