in Jubail - Saudi Arabia
Experience: 7 - 10
Education:Basic - Bachelor of Business Administration(Management)
Industry Type: Oil & Gas / Petroleum
Functional Area:Secretary / Front Office / Personal Assistant (PA) Jan 25, 2018
Perform routine clerical and administrative functions related to CEO such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
• Provide Administrative and clerical support to CEO.
• Attend meetings with CEO; pass the agenda before to him & prepare its minutes and related documents.
• Management of executive agendas.
• Coordinate and collect financial and non financial documents based on CEO’s instruction & keep information as top confidential.
• Collection and safe keeping of documents for CEO signature.
• Hand over the signed documents concerned departments immediately.
• Keep documents on hold update concerns.
• Coordinate & provide services to sister companies and other divisions.
• Make E mail & Memo circulations based on CEO’s request.
• Process visas, renewals , related documents & make staying arrangements for CEO and his requested concerns.
• Receive and pass the incoming fax messages to concerns.
• Receive and send documents for CEO & keep its record.
• Be an active safe custodian of all company related documents.
• Arrange things & material in advance for CEO’s daily activities.
• Handover the rejected documents with comments (if needed)
• Maintain files as accurate, complete and easy trainable with segregation.
• Maintain daily, weekly, monthly log of appointments and meetings on timely, manner.
• Passing messages to concerns based on CEO instruction.
• Make Arabic and English correspondence for official and CEO’s personal needs.
• Manage CEO’s travel ticket arrangements by coordinating with ticketing officer.
• Monitor E mails and replay on behalf of CEO based on his request.
• Book and manage CEO’s hotel and pick up arrangements during business trips and upon his instruction.
• Preparation and distribution of agendas, CEO office work related Memos.
• Compile documentation perfectly with high and fast trainability.
• Call screening.
• Manage CEO’s Diary schedule.
• Prepare all paper and E-correspondence.
• Manage good coordination between CFO offices. HR & Admin and other related departments.
• Follow up with corresponding actions based on circulation.
• Perform additional duties assigned as directed.
• Maintain CEO office employee’s vacation plan and schedule.
• Alert CEO in advance regarding changes in plans and meetings.
• Take good care of CEO’s Guests with the best hospitalities.
• Allot & reserve conference rooms based on request and importance.
• Maintain total confidentiality on all matters.
Desired Candidate Profile
Bachelors with Min 5 Year experience with same position as executive secretary with any company
Nationality – Lebanese
Gender – Male
07 years from the similar field in the same or higher position.
SKILLS & REQUIREMENTS:
SOUND KNOWLEDGE IN ARABIC AND EXPERIENCE
EXCELLENT KNOWLEDGE IN MS OFFICE
ATTENTION TO DETAIL,
Keyword: Executive Secretary, Secretary, Personal Assistant, Administration, Secretarial