Executive secretary- CEO office
Zain - Kuwait
Total years of experience :15 years, 0 Months
• Manage multiple projects as assigned by the CEO related to diverse lines of recruitment and Business Developments.
• Coordinates calendar, travel, meeting, and schedule arrangements for the Chairman, staff, Business partners, and customers. Includes initiating contact and securing appointments, Equipment, and facilities as appropriate.
• Works closely with other team members to assure the CEO’s preparation for meetings, Presentations or other engagements. Administrative and functional activities include but are not limited to:
• Taking phone calls;
• maintaining personal and business files;
• corporate record keeping for multiple entities;
• supporting marketing and strategic planning activities;
• note taking & creating documentation
• Filing, storage & retrieval of business and personal activities.
• Handles financial and accounting matters for the CEO with confidentiality.
• Prepares and sends business and private correspondence.
• Coordinates operations of CEO office including:
• document preparation & control
• internal communications
• General office maintenance to improve costs and effectiveness.
• Carries out responsibilities with professionalism, respect for others, in accordance with the organization’s policies and applicable laws
• Any other duties as assigned.
• Manage multiple projects as assigned by the Chairman related to diverse lines of business, Community, and personal interests with inter-related activities and relationships.
• Coordinates calendar, travel, meeting, and schedule arrangements for the Chairman, staff, Business partners, and customers. Includes initiating contact and securing appointments, Equipment, and facilities as appropriate.
• Works closely with other team members to assure the Chairman’s preparation for meetings, Presentations or other engagements. Administrative and functional activities include but are not limited to:
• Taking phone calls;
• maintaining personal and business files;
• corporate record keeping for multiple entities;
• supporting marketing and strategic planning activities;
• note taking & creating documentation
• Filing, storage & retrieval of business and personal activities.
• Handles financial and accounting matters for the chairman with confidentiality.
• Prepares and sends business and private correspondence.
• Coordinates operations of Chairman’s office including:
• reception
• document preparation & control
• internal communications
• General office maintenance to improve costs and effectiveness.
• Carries out responsibilities with professionalism, respect for others, in accordance with the organization’s policies and applicable laws
• Any other duties as assigned.
• Ensuring professional and smooth running of the CEO’s daily administrative office tasks
• Guiding and managing professionally the existing team in the office in attaining their daily tasks
• Coordinating professionally with other department and Head Office on all tasks and issues related to the function
• Handling the private relations and dealings of the CEO
• Capable of demonstrating professional approach in handling Confidential documents, meetings and banking relations
• Carefully handle and direct all mailing and correspondences reaching the CEO’s office and take necessary actions to direct to appropriate concerned persons
• Scheduling and arranging all meetings requested by the CEO internally and externally
• Acting at some points as a Board Secretary when the meetings are held in other countries
• Plan and schedule meetings and appointments, organizing and scheduling daily activities
• Organize and maintain paper and electronic filing, manage projects and tasks assigned by the CEO
• Use IT tools for correspondence, manage databases, and create presentations, reports, and documents by using MS Office (Word processing, Excel, PowerPoint ...etc.),
Job.Description Keep an organization running smoothly, Dealing with Doctors, Receive patients, solve their problems, and provide distinguished service preforming administrative tasks
Customer Service
• Deal directly with patients either by telephone, e-mail or face to face to solve their problems.
• Response to patient’s inquiries regarding information about the hospital to ensure that information is relayed to patients effectively and in a timely manner.
• Receive calls from patients regarding any changes to their files, ensure that all required documentation is provided and carry out the requested process on a timely basis.
• Deal with All kind of insurances inside and outside Kuwait
• Get approvals for the claim forms of the patients need.
• Filing papers, booking appointments and sending emails.
Report Preparation
• Assist in preparing reports about patients, enquiries and action taken in line with Insurance policies and procedures.
PR Job Description
•excellent communication, interpersonal and writing skills.
•drive, competence, flexibility and a willingness to learn.
•excellent organisational and time management skills with the ability to multitask.
•the ability to cope with pressure.
•creativity, imagination and initiative.
•good teamwork, analytical and problem-solving skills.
•business awareness and a good knowledge of current affairs.
•planning, developing and implementing PR strategies.
•communicating with colleagues and key spokespeople.
•liaising with, and answering enquiries from media, individuals and other organisations, often via telephone and email.
•researching, writing and distributing press releases to targeted media.
•collating and analyzing media coverage.
•writing and editing in-house magazines, case studies, speeches, articles and annual reports.
•preparing and supervising the production of publicity brochures, handouts, direct mail leaflets, promotional videos, photographs, films and multimedia programs.
•devising and coordinating photo opportunities.
•organising events including press conferences, exhibitions, open days and press tours.
•maintaining and updating information on the organisation's website.
•managing and updating information and engaging with users on social media sites such as Twitter and Facebook.
•sourcing and managing speaking and sponsorship opportunities.
•commissioning market research.
•fostering community relations through events such as open days and through involvement in community initiatives.
•managing the PR aspect of a potential crisis situation.
Attended the United Congress on Laboratory Management & Medicine•International Clinic Laboratory
liaising with, and answering enquiries from media, individuals and other organisations, often via telephone and email.
•researching, writing and distributing press releases to targeted media.
•collating and analyzing media coverage.
•writing and editing in-house magazines, case studies, speeches, articles and annual reports.
•preparing and supervising the production of publicity brochures, handouts, direct mail leaflets, promotional videos, photographs, films and multimedia programs.
•devising and coordinating photo opportunities.
•organising events including press conferences, exhibitions, open days and press tours.
•maintaining and updating information on the organisation's website.
•managing and updating information and engaging with users on social media sites such as Twitter and Facebook.
•sourcing and managing speaking and sponsorship opportunities.
•commissioning market research.
•fostering community relations through events such as open days and through involvement in community initiatives.
•managing the PR aspect of a potential crisis situation.
