Executive Secretary

Purpose

To organize and maintain member of executive management schedule and perform a variety of administrative and clerical tasks. 

Job Responsibilities

• To welcome guests and direct them to the appropriate person.
• To maintain Direct Manager agenda by scheduling appointments, board meetings, conferences etc…
• To book and attend meetings to prepare/distribute meeting minutes.
• To receive and screen phone calls and redirect them when appropriate.
• To handle and prioritize all outgoing and incoming correspondence such as e-mail, letters, packages etc…
• Make travel arrangements for the Direct Manager.
• To prepare payment invoices, reports, memos, letters and other documents using MS office.
• To sort, classify, file and retrieve information, according to content, purpose, user criteria, or numerical order.
• To scan documents and print files, when needed.
• To Prepare and edit minutes of meetings related to its department, and that by using the QMS approved form of “Minutes of Meeting”
• To follow-up on the execution of the instructions included in the minutes of meetings according to the time schedule
• To maintain confidentiality of all documents and information.
• To perform any other work related tasks as assigned by Direct Manager.