Executive Secretary

Providing administrative and organizational support to the office manager by coordinating correspondence, organizing meetings, preparing official documents and presentations, and ensuring the smooth flow of daily business according to the highest standards of professionalism, confidentiality, and commitment.

Responsibilities:

1. Organize the Office Manager's agenda, including scheduling appointments and meetings with reminding the Office Manager of these appointments.
2. Receive and filter incoming paper and email mail, distribute it according to priority, and deliver correspondence to the Office Manager in a right time.
3. Handle incoming inquiries to the Office Manager, responding directly or forwarding them according to the appropriate delegation.
4. Prepare and edit periodic memoranda and official correspondence related to the work of the Office or associated organizational units.
5. Draft professional letters and correspondence and review them linguistically and formally before signing and approving them by the Office Manager.
6. Conduct routine correspondence with internal and external parties as directed by the Office Manager.
7. Prepare and organize meetings, including preparing the agenda, invitations, printing necessary documents, technical support, hospitality, etc.
8. Attend meetings, accurately document minutes, formally edit and distribute them, and follow up on the implementation of the resulting recommendations.
9. Prepare periodic or upon request reports on administrative workflow, office tasks, and engagements, and document and maintain them.
10. Edit content such as summaries, action points, presentations, or supporting organizational texts for the Office Manager.
11. Provide administrative support such as coordinating official visits and meetings and related logistical tasks, in cooperation with the Protocol Officer.
12. Ensure strict confidentiality of the Office Manager's information, correspondence, and documents, ensuring their accuracy and organization.

Qualifications:

• Bachelor's degree in management, executive secretarial work, business administration, or equivalent.
• Certified professional certificate in secretarial work or executive office management.
• 2 years of practical experience in secretarial work or administrative coordination, preferably in a leadership or executive environment.
• Proficiency in systems and applications (Microsoft Office, etc.).
• Organizing and managing meetings.
• Time management.
• Writing official letters and correspondence.