JOB TITLE:

Executive  Secretary

REPORTS TO:

Group Commercial Manager

DEPARTMENT:

Commercial Department

JOB CODE:

 

JOB PURPOSE STATEMENT: 

To assist Commercial Head by performing diverse and advanced secretarial and administrative duties. Prepares business travel schedules, management meetings, coordination with other departments. Coordinates with Admin, HR/Retail/Marketing/Finance.

JOB SIZE/DIMENSIONS:

Financial:

No. of Employees Supervised : none as yet

 

ESSENTIAL DUTIES & RESPONSIBILITIES:

 

  • Manages the daily administrative functions and  to keep Commercial head  informed and focused on priority issues
  • Handles a wide range of highly profiled and confidential information requiring a dedicated level of confidentiality at all times. Screens all requests for information and is sensitive to whom and in what form, information can be released.
  • Sorts, reads and annotates incoming mail and documents. Initiates action with the Commercial Head incoming correspondence by determining priorities, forwarding to proper departments for action, or composing correspondence  in response.
  • Manages the Commercial Head’s travel agenda. Books travel arrangements, confirms business agendas, and arranges hotel bookings, vehicles and special events as required.
  • Schedules the Commercial Head’s appointments and maintains his calendar. On own initiative makes alternative arrangements for cancelled or interrupted appointments.
  • Maintains department’s generic file/records.
  • Performs any other miscellaneous job required for the department

 

 

COMMUNICATION & WORKING RELATIONSHIPS:

KEY CONTACTS

Internal:

Admin/Services Department, HR & CEO office

Retail Head

Category Manager

MINIMUM REQUIREMENTS FOR THE JOB:

QUALIFICATIONS

Bachelor’s Degree

EXPERIENCE

2 – 3 years experience as a secretary in a firm

KNOWLEDGE, SKILLS & ABILITIES

  •  Very good English and Arabic language skills
  •  Ability to maintain confidentiality of records and information.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to analyze and solve problems.
  • Database and records management skills.
  • Ability to gather data, compiles information, and prepare reports.
  • Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to create, compose, and edit written materials.