Executive Secretary
Job location : Kuwait
Responsibilities:
• Review and maintain written and computer files, plus conduct data entry
• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, office layout, etc.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Responsible for preparation of confidential documents and reports
• Coordinate and schedule meetings and conferences internally and externally
• Provides administrative support to ensure efficient operation.
• Perform administrative duties such as filing, typing, photocopying, transcribing and faxing, etc.
• Oversee and achieve organizational goals while upholding best practices
• generation and distribution of memos, letters, spreadsheets, forms, and faxes
• Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference
• Coordinate domestic and international travel arrangements & reservations.
• Develop and maintain a filing system
• Greet and assist approaching employee/visitors in timely and fair manner.
• Notifies company personnel of visitor arrival.
• Attend and guide the visitors scheduled for meetings.
• Informs visitors by answering or referring inquiries.
• Keeps a safe and clean area by complying with procedures, rules, and regulations.
• Facilitate day to day activities such as distributing/collecting office keys, access cards, files, documents etc. as applicable.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
• Research and collect information
• Conduct fiscal reviews, surveys, and collect information on administrative matters
• Maintain complete stock of all office supplies and accuracy of inventory
• Supports team by performing tasks related to organization and strong communication.
• Address any employee queries regarding the office and resolves issues if any
• Serve as a point of contact and exchange information/instructions with the concerned department; ensure adequate and timely follow-up with the departments.
• Ensure security, integrity, and confidentiality of data
• Obtain and maintain documents (copies/originals) as per the internal policies and procedures and legal requirements.
• Create and maintain filing systems, both electronic and physical to ensure easy and accurate filing and retrieving.
• Maintain procedures of record keeping, filing and archiving.
• Maintain database of activities/transactions as needed.