Executive Secretary (Office Manager)

Job Description

- Managing & Coordination all the office tasks and departmental affairs. - Follow up the tasks/ management orders in different stages. - Preparing and managing correspondences, reports and documents. - Managing letters circulation and dispatch of the documents to outside the organization by using office automation equipment, post, courier and other current methods. - Day to day diary management, managing all forms of incoming and outgoing -communication (phone calls, e- mails, faxes, etc.) on behalf of the MD. - Managing paper reduction and omitting paper from all organizational correspondence. - Replying to benefit in regard with processes of correspondence. - Enforcing the confidentiality policies in terms of the organizational correspondence and following the relevant rules and regulations precisely. - Classifying, archiving and providing backup soft copies from all correspondence within the organization - Archiving and recording the documents according to the regulations and modern classified and coded systems. - Providing required reports for management in certain periods and offering suggestions to improve the relevant methods. - Travel Arrangements (hotel reservations and arranging for visas) - Arranging entertainment and reception for company guests. - Assisting in the preparation of presentations and minute taking. - Provide assistance to the departments (as required) - Arrange, coordinate and confirm meetings, conferences and appointments. - Participate in meetings and conferences and take, type and distribute minutes of meetings (MOM). - Coordinate the flow of information both internally and externally. - Set up and maintain filing systems and maintain databases. - Maintaining an up to date records of company contacts including their phone numbers, faxes, and addresses.