Position Purpose
The Executive Secretary is responsible for providing secretarial and administrative assistance to executives and their direct reports.
Problems and Challenges
The Executive Secretary is challenged with managing and understanding and developing procedures to properly report all necessary information to the executives within the enterprise's Information Technology group.
Essential Position Functions
Principal Accountabilities:
Coordinate and prioritize the schedule of the executive to make the most effective use of time.
Comply with the record management policies of the enterprise.
Arrange meetings and travel plans, keep a current calendar, and screen phone calls.
Apprise the executive of any relevant issues pertaining to the enterprise or its personnel.
Use discretion when dealing with confidential information:
• Maintain files and information related to the executive's duties.
• Request or give sensitive information to other members of management, when directed.
Provide secretarial support to the executive direct reportsanswer phones (finalize call if possible), receive and route mail (paper and electronic), coordinate presentations, word-process, and communicate/correspond on behalf of the executive when directed.
Maintain office supplies, environment, and equipment. Coordinate with outside contractors to provide services, as necessary.
Accept and complete operational and financially related tasks and special projects, as assigned.
Fulfill departmental requirements in terms of providing work coverage and administrative notification during periods of personal illness, vacation, or education/training.
Perform all responsibilities within the guidelines of corporate policies and directives at or above the enterprise's performance and evaluation standards.
Authority
Inform management of potential problems before they occur and communicate solutions.
Interface with outside advisors and auditors, corporate and division management as required performing assigned responsibilities.
Communicate/correspond on behalf of the executive when directed, or as appropriate.
Hire, supervise, and evaluate temporary employees.
Work with all departments to ensure that appropriate policies, procedures, and controls are in place and maintained. Immediately notify senior management of any malfeasance by the enterprise's personnel.
Job Contacts:
Within the organization, routine contact is required with the other executives, and all levels of management in the organization. Externally, the executive secretary will have frequent contact with external auditors, customers, suppliers, and others.
Job Details
| Date Posted: | 2013-03-21 |
| Job Location: | Jeddah , Saudi Arabia |
| Job Role: | Secretarial |
| Company Industry: | Financial Services |
Preferred Candidate
| Career Level: | Mid Career |
| Gender: | Male |
| Nationality: | Saudi Arabia |
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