Executive 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 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 made.

Desired candidate profile

Knowledge of insurance laws, policies and regulations
Reporting
Relationship management
Communication skills
Office productivity tools
Administrative Support
Scheduling and Calendar Management: Manage the executive's calendar by scheduling meetings, appointments, and events, ensuring there are no conflicts and that the executive’s time is optimized.
Travel Arrangements: Organize travel plans for the executive, including booking flights, accommodations, transportation, and preparing itineraries.
Managing Correspondence: Handle incoming and outgoing correspondence, such as emails, phone calls, letters, and faxes, prioritizing important messages and responding when necessary.
Document Preparation: Prepare reports, presentations, memos, and other documents for meetings, presentations, or executive communication.
Record Keeping: Organize and maintain both physical and digital files, ensuring that important documents are accessible and secure.
. Meeting Coordination
Scheduling and Organizing Meetings: Coordinate meetings for executives, including booking meeting rooms, sending invitations, preparing agendas, and ensuring that all necessary materials are ready for the meeting.
Taking Minutes: Attend meetings, take accurate and detailed minutes, and ensure that action items are followed up on in a timely manner.
Communication with Stakeholders: Communicate with internal and external stakeholders to ensure meetings and events run smoothly and are attended by the necessary participants.
Project Management
Supporting Projects: Assist executives in managing projects by helping with coordination, tracking progress, setting deadlines, and ensuring that all tasks are completed on time.
Documenting Processes: Ensure project-related documents and files are organized, filed, and tracked so that progress can be easily monitored.