Secretary

JOB PURPOSE

The Secretary is responsible for handling Deputy CEO agenda, archive, maintain correspondences, manage secretary, handle guests’ reception and ensure the proper organization of events within Deputy CEO instructions and directions, also set guidelines and plans.

Office Administration Support

• Receive all incoming correspondences related to the Deputy CEO Office and ensure all outgoing communications are dispatched to concerned stakeholders.
• Write and develop the replies and messages on specific queries in a timely manner and in line with Deputy CEO’s directions and instructions
• Keep all Deputy CEO Office documents and communications in a save place and properly preserved and classified to facilitate traceability and follow up
• Register the Deputy CEO programs, appointments and obligations in order to manage and prioritize his/her schedule accordingly and to optimize his/her time allocation
• Provide briefs to the Deputy CEO prior meetings in order to be aware on stakeholders’ profile, discussion points, issues.
• Develop of minutes of meetings, next steps and action plans and follow up on the implementation of key decisions and resolutions
• Maintain the availability and accessibility of logistics requirements for Deputy CEO’s meetings including meeting room, meeting setup, required organization and meeting amenities

Reception and Events Management

• Receive all Deputy CEO Office phone calls, or transfer it to relevant stakeholders in order to provide clear and adequate answers on received queries and make sure to be handled properly
• Meet and greet guests on behalf of the Deputy CEO and ensure availability of all required logistics (i.e., transportation, hotel accommodation, travel bookings) to ensure their well-being
• Receive details on upcoming domestic and international events invitations in terms of purpose, guest profiles, location and attendance requirements in order to prioritize invitations and support Deputy CEO in participation decision
• Coordinate with relevant external stakeholders to check, understand and clarify Deputy CEO’s role during the event and prepare accordingly appropriate speeches for the Deputy CEO in coordination with relevant internal stakeholders

• Reliability
• Quality & Continuous Improvement
• Customer Engagement
• Teamwork & Communication
• Administrative Support
• Organizing & Planning
• Document & Record Management

Executive Secretary