Executive Secretary

Job description / Role

Objectives:
- Provides administrative support to the head of the department and other team members, either as part of a team or individually.
- Performs day-to-day functions that ensure the effective and smooth management, organization and administration of activities in the Department.

Main responsibilities: STRATEGIC
- To provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling all information.

OPERATIONAL
- Answer telephone calls and handle matters not his/her immediate attention or transfer call to appropriate employee for resolution; takes detailed messages and sufficient information to assure comprehensive response.
- Independently composes and prepares routine and non-routine correspondences and memorandum. Assembles data and backup information for the preparation of critical reports, presentations, handouts, etc.
- Arrange conferences, meetings, and appointments. Type, and distribute meeting notes, routine correspondence, and reports.
- Create and maintain the daily calendar, agenda/ diaries, schedules, meetings and appointments for the Department. Maintain scheduling and event calendars.
- Organize travel itineraries
- Complete forms in accordance with company procedures.
- Dealing with email inquiries (i.e. open, read, tout, and distribute) incoming mail and other materials, and prepare answers to routine letters and coordinate the flow of information both internally and externally.
- Set up and maintain paper and electronic filing systems for records, correspondences, and other material. Independently initiates follow-up on pending matters.
- Maintain the department stationery and print inventory (calendar and diary orders) and maintain stock levels as required.
- Prepare daily and adhoc reports, weekly, monthly and annual documents as directed.
- Take dictation in shorthand.
- Perform other related duties as assigned.

Reporting to:
Internal: AGM or Senior Manager / Managers / Employees
External: Callers / Guests / Any other external parties

Duration: Permanent
Probation: 100 Working days
Working Hours: Sunday to Thursday - 08:00 to 15:00

Requirements

- Minimal of Diploma qualification with secretarial courses or any equivalent combination of experience, training and/or education.
- Minimum of 5 years secretarial experience, preferably in a corporate business environment.

Specialist knowledge:
- Strong oral and written communication skills (and preferably bilingual ability)
- Logical thinking in handling the matters.
- Very organized and able to work independently ?
- Dynamic and proactive attitude
- Ability to handle confidential and highly discrete issues
- Planning, organizing and process excellence.
- Time management and ability to work in teams.
- Interpersonal skills and customer orientation.
- Reliability
- Stress tolerance
- Flexible and diplomatic
- Ability to multitask
- Excellent team worker
- A desire to learn and develop
- Computer proficiency (Word, Excel & PowerPoint)

Gender Preference: Female
Language Fluency: English & Arabic
Current Location: Kuwait

About the Company

One of the top investment company in Kuwait.