Executive Secretary

Roles and Responsibilities:
Conduct day-to-day activities while ensuring compliance to policies and procedures
Contribute to the identification of opportunities for continuous improvement of systems, processes in line with leading practices
Establish working relationships with relevant internal stakeholders
Collect feedback from internal stakeholders on issues being faced and other requirements
Contribute to the preparation of progress reports directed to all relevant stakeholders to keep them informed of progress
Respond to internal and external calls, record messages, and transfer calls ensuring abidance by set standards
Meet and greet guests on behalf of the Direct Manager based on set protocols and escort to designated room
Ensure availability of all office supplies and stationeries for the Direct Manager and maintain cleanliness of Direct Manager's office and space area on a continuous basis
Organize Direct Manager's appointment schedules, events calendars, and weekly plan and prepare logistics requirements such as room setup, required stationery, and meeting amenities
Assure meeting rooms are available according to Direct Manager's schedule and manage rooms cleanliness and organization to ensure satisfaction and solidify of Direct Manager's professional reputation
Attend President / BoD / Committees meetings and provide the members with needed information, documents, and data to be discussed in the meeting
Ensure availability of all office supplies and stationeries for the Direct Manager and maintain cleanliness of Direct Manager's office and space area on a continuous basis
Manage Direct Manager's incoming and outgoing paper and electronic correspondences ensuring confidentiality and timeliness
Manage Direct Manager's responses on specific queries as per directions and instructions through accurate letters, emails, reports, and correspondences
Follow up with internal and external stakeholders on requests / formalities requested by the Direct Manager ensuring timeliness
Update database accurately with internal and external names and numbers for proper tracking and future reference
Identify list of internal and external committees and clarify committees purpose and the organization's contribution
Draft nomination letter to notify the organization's concerned stakeholders of their appointment in internal and external committees
Organize committees meetings and implement needed logistics requirements
Attend committees meetings and follow up on meeting outcomes, pending matters, and decisions in coordination with concerned stakeholders
Job Qualifications and Requirements:

2+years of experience in an Administrative Services field
Bachelor s Degree in Administrative Affairs or equivalent is required

Desired Candidate Profile

Education:
Any Graduation()
Gender:
nm
Nationality:
Any Nationality