Salman Group
We are looking for a competent Executive Secretary to support our Group CEO. You will be the one to organize and maintain the executive’s schedule and assist him by performing a variety of administrative tasks.
Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with his diligence and competence in his work that CEO can focus on his managerial responsibilities without worrying for other tasks.
The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.
Responsibilities
· Manages the arrangement and appointments agenda of the CEO in all, meetings, interviews, visits, occasions and normal or up normal activities.
· Reviewing correspondences and transactions delivered to CEO office ensuring their systematic validity and write the required explanations on them, submitting them or referring them to the related departments’ managers and departments’ heads and following what actions have been made
· Attend meetings with CEO, take meeting minutes follow up on any tasks related to CEO an also attend some meetings on behalf of the CEO if requested.
· Manages the in and out communications system such as telephone calls reception and messages reception, transactions, reply to email, and correspondence etc.
· Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
· Make travel arrangements for executives
· Handle confidential documents ensuring they remain secure
· Presents transactions and correspondences to CEO.
· Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
· Maintain electronic and paper records ensuring information is organized and easily accessible
· Conduct research and prepare presentations or reports as assigned
Requirements
· Proven experience as executive secretary or similar administrative role
· Proficient in MS Office and “back-office” software (e.g. ERP)
· In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
· Familiarity with basic research methods and reporting techniques
· Excellent organizational and time-management skills
· Outstanding communication and negotiation abilities
· Integrity and confidentiality
· Degree in business administration or relative field