Secretary

Roles and responsibilities

Proactively coordinate and communicate with internal stakeholders.

Collect, enter and continuously update the database for tracking and reporting.
Escalate complex issues to ensure that any issue is closed efficiently and in a timely manner.
Assist team members and provide inputs to ensure projects and tasks are completed on time.
Update the database with all required external and internal phone names and numbers on an ongoing basis for tracking and referral when needed.
Answer internal and external calls, log messages and transfer calls as per standards.
Receive, route and relay faxes to relevant stakeholders in a timely manner.
Respond to inquiries and answer questions within the department in a timely manner.
Develop and maintain strong relationships with service providers to support required operations.
Participate in coordinating business travel services (visas, tickets, and accommodations) in collaboration with HR and ensure cost effectiveness.
Organize and sort mail and document information into logs for tracking and archiving at a later stage.
Welcome guests and visitors according to established protocols and escort them to the designated room.
Prepare letters, emails, reports and correspondence as directed in both Arabic and English.
Organize appointment schedules, event calendars and weekly plan.

Coordinate availability and cleanliness of meeting facilities.

Attend meetings when required, prepare minutes of meetings and follow up on decisions taken.

Ensure that all office supplies and stationery are available in the office at all times.

Desired candidate profile

Knowledge of insurance laws, policies and regulations
Reporting
Relationship management
Communication skills
Office productivity tools
Administrative Support
Scheduling and Calendar Management: Coordinate and manage appointments, meetings, and events for executives or departments. Ensure schedules are well-organized and up-to-date.
Document Management: Draft, proofread, and manage correspondence, reports, presentations, and other documents. Ensure all documents are filed appropriately, whether physically or digitally.
Travel Arrangements: Organize travel plans, including booking flights, accommodations, transportation, and preparing itineraries for executives or staff members.
Office Supplies: Manage office inventory, order supplies, and ensure that the office is fully equipped with necessary materials.
Communication and Correspondence
Answering Phones: Manage incoming phone calls, take messages, and direct calls to the appropriate person or department.
Handling Emails and Mail: Sort and respond to emails and postal mail as necessary, ensuring that important communications are prioritized and handled appropriately.
Liaison Between Departments: Act as a point of contact between different departments or with external partners, ensuring smooth communication and flow of information.