Job Description: personal Secretary
Position Overview:
We are seeking a highly organized and proactive female to join our team as a Personal Secretary. The primary role of the secretary will be to provide comprehensive administrative support to a high-level executive within our organization. The ideal candidate should possess exceptional communication skills, exhibit a high level of professionalism, and have the ability to handle sensitive and confidential information with discretion. The secretary will be responsible for scheduling meetings, managing emails, answering calls, and organizing meetings. Additionally, the candidate should possess strong decision-making skills and be able to work independently with minimal supervision.
Responsibilities:
1. Scheduling and Coordination: Efficiently manage the executive's calendar, schedule appointments, arrange meetings, and coordinate travel arrangements.
2. Email and Communication Management: Monitor and respond to emails on behalf of the executive, ensuring urgent matters are addressed promptly and non-essential communications are appropriately filtered.
3. Call Management: Answer and screen incoming calls, taking accurate messages when necessary and redirecting calls as appropriate.
4. Meeting Organization: Prepare meeting agendas, coordinate logistics, book meeting rooms, and ensure all necessary materials are available and distributed in advance of meetings.
5. Doentation and Record-Keeping: Maintain and organize confidential files, records, and doents, ensuring they are easily accessible for reference.
6. Decision Making: Exercise judgment and discretion in handling inquiries, requests, and resolving day-to-day operational issues in the absence of the executive.
7. Relationship Management: Interact and communicate effectively with internal and external stakeholders, including clients, partners, and vendors, maintaining a high level of professionalism.
8. Reporting and Analysis: Prepare reports, presentations, and other doents as required, utilizing various software applications.
9. Research and Information Gathering: Conduct research, compile data, and prepare reports or summaries as requested by the executive.
10. Administrative Support: Provide general administrative support including filing, photocopying, faxing, and managing office supplies.
Requirements:
1. Proven experience as an executive secretary, personal assistant, or similar role.
2. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
3. Strong written and verbal communication skills, with a high level of professionalism.
4. Proficiency in using email, scheduling software, and other relevant office applications.
5. Ability to handle sensitive and confidential information with discretion and maintain a high level of confidentiality.
6. Strong decision-making skills and the ability to work independently.
7. Attention to detail and accuracy in all work activities.
8. Ability to multitask and work effectively under pressure.
9. Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
10. Bachelor's degree in business administration or a related field (preferred but not required).
DISCLAIMER: Dear Candidate! You are fully responsible to deal with the employer on the hiring process. GulfJobs.com will not take any responsibility on your hiring process. Genuine employer does not ask money for hiring!