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Job Title: Executive Secretary

Date Posted: 24-03-2016

Department / Section: Administration
Location: Armed Forces Officers Club & Hotel
Report To: Deputy Director General  

Working Hours:

Minimum of Nine (9) Hours per day / Six days per week. But with flexibility as the business requires

Position Summary:    

Responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Duties & Responsibilities:

  1. Provide administrative and clerical support to departments or individuals.
  2. Schedule meetings and arrange conference rooms.
  3. Alert manager about cancelations or new meetings.
  4. Manage travel and schedule.
  5. Handle information requests.
  6. Prepare correspondence and stuff mail into envelopes.
  7. Arrange for outgoing mail and packages to be picked up.
  8. Prepare statistical reports.
  9. Manage spreadsheets.
  10. Greet and receive visitor.
  11. Prepare confidential and sensitive documents.
  12. Coordinates office management activities.
  13. Determine matters of top priority and handle accordingly.
  14. Prepare agenda for meetings.
  15. Takes and transcribes dictation.
  16. Helps prepare office budget.
  17. Plans events and volunteer activities.
  18. Maintain office procedures.
  19. Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
  20. Operate office equipment, such as photocopy machine and scanner.
  21. Coordinate committees and task forces.
  22. Relay directives, instructions and assignment to executives.
  23. Receive and relay telephone messages.
  24. Direct the general public to the appropriate staff member.

Job Specification:       

  • Education, Training Qualification:  Bachelor’s degree. College courses for this position
  • Experience: Minimum 2 year experience in a  relative position
  • Physical Requirement: Fit & Healthy.
  • Age Group: 20 - 30 Years
  • Languages: English & Preferably Arabic speaking.

 









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