Executive Secretary

Job description / Role

• Performs all executive secretarial tasks for the Senior Vice President and Energy Project Team, including transcribing and proofreading confidential correspondence, preparing reports and minutes of meetings, scheduling appointments and maintaining confidential files and other material essential for use by the Senior Vice President and Energy Project Team
• Maintains calendar of appointments, ensuring the Senior Vice President and Energy Project Team is apprised of all appointments and changes as well as matters requiring immediate attention
• Uses automated office systems to prepare letters, memoranda and reports
• Coordinates and directly supervises the activities of the administrative support staff to ensure equitable distribution of workload, adequate telephone coverage during absences, office protocol and information flow among department staff
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Processes records and forms, requisitions office supplies, and performs other administrative support procedures for effective office management
• Opens and screens mail addressed to the Senior Vice President and Energy Project Team, answers routine mail independently and routes other mail with background material as necessary
• Maintains all files for the Senior Vice President and Energy Project Team, ensuring that material is properly marked and accessible for immediate use
• Maintains files of all minutes taken at committee meetings for future references
• Coordinates all travel arrangements for the Senior Vice President and Energy Project Team
• Create regular reports and update internal databases
• Suggest more efficient ways to run the office and troubleshoot malfunctions
• Acting as the point of contact between the executives and internal or external colleagues
• Serves as a liaison between the Vice President and key subordinates by providing accurate and timely information on procedures
• Skill in problem solving to select, organize and logically process relevant information to solve a problem

Salary:
AED 4000 per month inclusive of fixed allowances.

Requirements

• Minimum 3-5 years. Proven experience as executive secretary or similar administrative role
• Proficient in MS Office and other related software
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality
• Degree in business administration or relative field
• Ability to multitask and priorities tasks
• Attention to detail
• Ability to handle multiple tasks and work under pressure in a busy office environment.

About the Company

Raban Al-Safina Group of Companies stands as one of the most prominent industrial organizations in Iraq work in different fields in power industry, oil & gas, systems technology, and many others.