Executive Secretary

Job Summary : Organizing and monitoring the administrative unit’s agenda, including correspondence, coordinating visits, and daily communications.

Responsibilities :

• Supervising all outgoing and incoming correspondence for all administrative units within the sector, documenting, recording, and archiving it in coordination with administrative assistants across different administrative units.
• Providing administrative and clerical support to the departments or executive individuals within the sector.
• Managing the schedule of meetings for the Head of Sector, overseeing them, recording meeting agendas and decisions, distributing them to relevant parties, and following up on their implementation.
• Managing travel requests for official assignments for sector employees and their scheduling, coordinating and archiving travel-related matters for managers, collecting all relevant data, retaining travel vouchers, and maintaining records.
• Handling requests for information related to the sector and providing it as quickly as possible.
• Preparing statistical reports about various administrative units within the sector in coordination with the officials of the relevant administrative units.
• Preparing and handling confidential and sensitive documents with integrity and diligence.
• Identifying high-priority issues and addressing them accordingly.
• Professionally handling verbal orders and making decisions based on them.
• Organizing and arranging activities for events and celebrations.
• Organizing and completing all office procedures.
• Coordinating committees and work teams and monitoring their progress.
• Following up on directives and instructions issued by the Head of Sector and relayed to the executive officials.
• Performing any tasks assigned by the direct supervisor within the scope of their expertise.

Skills

Education & Skills