Main Duties , Responsibilities and Authorities

The Executive Assistant is responsible for the support to high level executives and managers and undertakes a wide variety of duties and responsibilities in the group industries. Performs the function of secretarial activities in the Chief Executive Office; provide personal administrative support and assistance to executive staff.

Detailed Duties ,Responsibilities and Authorities

1. Keeps records and maintains files; takes minutes of meetings; receives messages, schedules appointments to visitors who want to see the CEO and executive staff; transmits messages to concerned business units from the CEO.
2. Performs all secretarial activities like typing letters, documents and the like by a computer drafting routine letters, sending and receiving e-mails and fax messages;
3. Classifies material for filing, compiles and prepares statistical and other data from such records; Opens, sorts and directs incoming mail and maintains control over incoming and outgoing correspondences;
4. Takes and transcribes oral dictation, transcribes letters and prepares correspondences for the CEO’s signatures;
5. Arranges and assembles materials for staff meetings;
6. Receives visitors to the CEO’s Office, arranges appointments and keeps the CEO up-to-date on matters requiring his attention and reminds appointments and gathers materials or information on the subjects under consideration;
7. Proof reads letters before signature by superior for official release;
8. Requests office supplies by checking the existing inventory records;
9. Maintains confidentiality in all matters of verbal and written information;
10. Prepares material for mailing, sorts and files correspondence, locates and removes data from files;
11. Using various software, including word processing, spread sheets, databases, and presentation software.
12. Making e-mail communication with foreign/external/ business clients, make travel arrangements for executives and expats.
13. liaise with internal staff at all levels, interact with external clients, co-ordinate project-based work review operating practices and implement improvements where necessary, supervise, coach and train lower level staff
14. Performs other job related duties as required.

Job Specification

University degree in information technology, Management, Business Administration, Secretarial

Science and Office Management/ Office Administration & Secretarial Technology

At least 5 years relevant working experience