Executive secretary To Group General Manager

Role Description

Under the general direction of the Group General Manager (GGM) of Al Baida Group, this position performs executive secretarial tasks; relieving the GGM of administrative detail by receiving and handling inquiries, following up on projects, complaints, and requests related to departmental activities from internal and external stake holders.

This role is a key support position for the company working as the right-hand to the GGM and acting as an ambassador of the Company, exemplifying the company culture. The incumbent multi-tasks in order to handle a multitude of short and long-term projects; with at times, competing and conflicting levels of priority and liaison among the office of the GGM with the Executive Committee, Business Unit Heads and other internal and external customers.

Key Areas

financial:

Prioritize and ensure that reports, business papers and correspondence are dealt with efficiently and promptly.

Arranges complex and detailed travel plans, itineraries, and agendas.

Plans, coordinates and ensures the GGM's schedule is followed and respected. Provides gatekeeper and gateway role, creating win-win situations for direct access to the Chairman's and GGM's time and office.

Monitors progress of departmental assignments, ensuring that responses are timely and inaccordance with established office and department policy and procedures.

Identify and take any follow up action arising from the minutes meeting that are required.

Customer:

Provides a bridge for smooth communication between the GGM's office and internal departments.

demonstrating leadership to maintain credibility, trust and support with senior management staff.

Relay directives, instructions and assignment to staff as directed by GGM.

Greet and receives visitors for GGM's.

Edits and completes first drafts for written communications to external stake holders

Updates and maintains list of all internal and external customer contacts.

Learning & Growth:

Handles a wide variety of complex and confidential situations and resolves conflicts involving the clerical and administrative function of the office.

Process Owned (primary responsibility)

Receive, direct and relay telephone messages and fax messages

Manage GGM's diary and arrange meetings

Take meeting minutes, write reports, prepare correspondence and prioritize items that need attention of GGM's.

Filing, preparation, collation and distribution of supportive documentation, notes andcorrespondence

Screen telephone calls.

Adhere to HSE responsibilities as per QCS - 2014.

Process Supported (secondary responsibility)

Assist GGM in preparing a GGM's expense report, reconciling credit card statements or submitting billing information.

Assist in any other personal tasks assigned by GGM's which will help GGM's to save time to perform more efficiently.

Qualifications:

Graduate with diploma in secretarial practice preferred.

Min 8 years, as executive secretary to Senior Management Roles.

Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Must have ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain confidentiality and a realistic balance among multiple priorities.

Strong written and verbal communication skills (Arabic & English preferred).