Executive Secretary

Job description / Role

- Writes error-free, eloquent emails and letters for various events and announcements.
- Updates and maintains phone lists for COO.
- Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
- Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the COO and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
- Accurately tracks expenses for COO by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
- Maintains confidentiality and uses a high degree of discretion.
- Works in a professional and focused manner to schedule internal and external meetings
- Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
- Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
- Takes notes and distributes meeting minutes, agendas and meeting packages.
- Works closely with the Management team to arrange meetings and events as needed.
- Acts as a liaison with the Management as needed.
- Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
- Answers and directs calls and emails of the COO of a general nature.
- Provides timely and proactive management of the organization’s office environment.
- Maintains physical and electronic office filing systems for COO.
- Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
- Maintains workflow under pressure and in a fast-paced, high-profile work environment.
- Respectfully takes direction from COO.
- Other duties as assigned.

Requirements

- Minimum experience of 3 yrs
- Expert in MS Office with good MS Excel skills
- Maintains punctual, regular and predictable attendance.
- Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
- Displays excellent communication skills including presentation, persuasion, and negotiation skills including the ability to communicate effectively and remain calm and courteous under pressure.
- Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.

About the Company

Founded in 1999, Mezzan Holding Company is considered to be one of the largest diversified conglomerates in the Middle East. Together with its affiliated companies, Mezzan Holding Company has been a market leader in providing quality agriculture and consumer manufacturing, distribution, and recycling services for over half a century. It has set new standards for production and delivery that satisfy both clients and end-users. Mezzan Holding Company represents a rich Kuwaiti legacy of strong principles, which founder Jassim Al Wazzan practiced and inspired in his sons and employees. With a portfolio of many of the Middle East’s most respected and recognized brands, Mezzan Holding Company continues to deliver the highest quality services and products, productive and profitable partnerships, and an unparalleled commitment to provide the best for the communities in which it operates.