Executive Secretary

Yaran Navard Rolling Tehran

Posted 3 years ago

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Job Description

Reporting to the Chief Executive Officer (CEO), the Executive Secretary (ES) will provide a high level of support to the Chief Executive Officer (CEO). The ES will have high visibility and high interactions with board members and committees that require highly polished and professional interactions. The position is also responsible for complex scheduling and coordination around organization-wide initiatives. Key responsibilities/outcomes (include but are not limited to): ● Comprehensive calendar management for all activities for the CEO with a focus on time management through a deep understanding of priorities and a high level of detail on meeting logistics. ● Answering phone calls, transferring high prioritized calls to the CEO, giving information to callers, taking messages, or transferring calls to appropriate individuals. ● Serve as a participating member of the Executive Office team, including managing team agendas and coordinating follow-up items. ● Coordinate Senior Management Team meetings, gather agendas, assign note-taking, and track follow-up. ● Lead and support efforts to maximize the Executive Office's use of technology, software, digital tools to promote teamwork, communications, and efficient operations. ● Managing Emails, letters, and other types of Executive Office messages. ● Reporting Emails, letters, and messages to the CEO and providing abstracts of them. ● Track and manage requests for internal and external Executive Office communications. ● Respond to internal and external requests for time with the CEO. ● Coordinate extensive and often complex domestic and international travel arrangements. ● Manage internal system requests from the Senior Management Team that require CEO approval. ● Complex coordination and project management for a high volume of briefing documents for external and internal meetings. ● Translate English documents and be prepared to play the role of an interpreter in meetings. ● Prepare and develop status reports as required by management. ● Ensure proper filing of documents.

Requirements

● Bachelor’s degree and a minimum of 4 years of related experience supporting senior executives. ● Proven ability to handle multiple, complex tasks simultaneously and thrive in a fast-paced environment. ● Ability to take initiative and interface with all levels of staff and senior executives both internal and external to the organization while maintaining tact, diplomacy, and confidentiality. ● Ability to build relationships with individuals with diverse personalities and styles and at different levels of seniority. ● Proven ability to prioritize, work independently, handle multiple, complex tasks simultaneously. ● Strong interpersonal, time-management, oral, and written communication skills; ability to compose and edit correspondence and documents in English and Persian. ● Keen attention to detail, flexibility in high-pressure situations, and the willingness to assist with all tasks needed to ensure the success of the company. ● Ability and willingness to work a flexible schedule. ● Strong Proficiency in Microsoft Office and demonstrated use of technology, software, and other digital tools. ● Familiarity with office automation platforms.

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