Job Summary:
The Executive Office Specialist is responsible for all secretarial work from preparing and following up the agenda and appointments of the CEO, receiving incoming phone calls, making calls on demand, following up on email, receiving incoming messages, setting priorities, and preparing responses accordingly. In addition to reviewing and proofreading the content of correspondence and draft letters issued and ensuring that all outgoing and incoming communications to and from the CEO are documented and archived in a systematic manner.
Duties/Responsibilities:
• Carrying out secretarial work from securing technical and office needs and implementing and providing the directives and requests of the CEO.
• Schedule appointments and meetings of the CEO with the concerned parties based on their priority and update the schedule based on the needs and developments of work in coordination with the Director of the Executive Office.
• Send invitations to meetings and inform those concerned before the meetings of their times or inform them in the event of cancellation or postponement.
• Receiving all communications and correspondence received by the Executive Office from internal and external parties, documenting and filtering them according to priority before referring them to the concerned authority, and sharing important communications and requests with the Director of the Executive Office as needed.
• Prepare various documents (letters, memos, correspondence, agendas and meetings) as required by the CEO, and review the prepared correspondence and documents and ensure their linguistic accuracy.
• Review frequently prepared communications and send them to internal and external stakeholders and ensure that all letters sent to stakeholders comply with the CEO’s directives.
• Receive incoming phone calls to the CEO and make calls as requested by the CEO.
• Archiving and documenting all communications, correspondence and documents received by the Executive Office using the system approved by the Authority and ensuring their availability when necessary.
• Communicate with stakeholders to inform them about meeting arrangements accepted by the CEO and provide them with available documents.
Required Skills/Abilities:
Education and Experience:
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