CEO Executive Secretary

Posted 7 months ago

Executive Support Responsibilities:
• Manage activities pertaining to legal procedures, and annual general meetings, regular
and non-regular.
• Manage the daily calendar.
• Schedule meetings and appointments.
• Take minutes of meetings and follow up the actions progress with involved parties.
• Handle travel logistics such as visa, flight, and accommodation arrangements.
• Plan and follow up multiple projects simultaneously.
• Liaise between direct manager, executives, and different management levels.
Data Management Responsibilities:
• Handle financial payments and purchase orders.
• Proofread contracts, proposals and obtain approvals.
• Establish various business continuity plans, policies, and procedures.
• Build various office files such as reports, presentations, and meeting agendas.
• Establish and maintain electronic and hardcopy filing systems.
• Review expense claims for implementation team and reconcile with Finance.
• Handle petty cash for entertainment and travel related expenses.
Office Management Responsibilities:
• Participate in office relocations’ layout planning.
• Oversee office budget and present recommendations for office expenditure.
• Plan along and maintain annual vacation plan for the department’s team.
• Host business visitors at all seniority levels.
• Liaise and negotiate with suppliers, printing houses and service providers.
• Establish and maintain electronic and hardcopy filing systems.
• Arrange entertainment outings for customers, visitors and department’s team.
• Carry out any other related non-routine tasks as required.
HR Activities:
• Conduct overview session for new comers about company policies.
• Compile and Maintain business English and technical exams templates for candidates.
• Conduct technical interviews for admin posts to recruit from the final selections.
• Respond to HR inquiries and complaints and resolution in alignment with company policy.
• Employees satisfaction measurements & Builds quarterly reports for the Employee
Satisfaction survey & Human Capital KPIs.
• Manage all the logistics for Top Performers/Employee of the Year awardees.
• Ensure all facilities are set up and ready for new hires.
Business Borderlines – Human Capital Management
Business Borderlines HCM CEO Executive Secretary Job Description v1.0- October 2017
• Orient and introduce new employees to staff members.
• Provide personnel relation functions such as customers and visitors greetings.
• Administer attendance and time sheet system and generate periodic time sheet reports.
• Conducted E-mail Etiquette training sessions for the department’s team.
• Organized weekly social activities for the department’s team.
• Responsible for personnel files, custody management, social and medical insurance.
Marketing Partnered Activities:
• Organize logistics for corporate events, conferences and assist in negotiation and
selection of vendors/service providers.
• Act as an editor for corporate contents and newsletter.
• Manage logistics for company participation in various exhibitions.
Legal and Offshore Activities:
• Manage logistics for the establishment of the offshore office.
• Implemented a complete filing system for Legal, Offshore and Shareholder’s committee.
• Handle travel arrangements such as visa and work permit issuance, flight booking,
arranging transfers and accommodation procedures.
• Handle all types of offshore financial payments and purchase orders.
Required Qualifications
• Fluent in Written and Spoken English and Arabic Languages/Experience in Translation
• Strong Communication Skills.
• Minimum Bachelor Degree in Business Administration.
• Minimum 10 Years’ Experience as an Executive Secretary to Executive Management
in Professional Services/FinTech/Bank is essential.

Please send resumes to [email protected]

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