Executive Secretary To Managing Director
King Abdullah Medical City - Makkah
Total years of experience :11 years, 2 Months
Duties and responsibilities:
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Make travel arrangements for executives.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.
• Attend meetings in order to record minutes.
• Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
• Manage and maintain executives' schedules.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet etc.
• Interpret administrative and operating policies and procedures for employees.
As a bilingual secretary or PA (personal assistant), provide secretarial and administrative support with English and one or more foreign languages. My work is involve the use of languages on a daily basis, or sometimes I only need to use the language skills from time to time.
Tasks may include foreign languages:
• Documents of the translation and lyrics
• Writing letters, emails and reports in a foreign language
• Translation and summary foreign journal articles
• Speak in a foreign language on the phone or face to face
It would also have general administrative tasks, which could include:
To act as personal assistant to a manager
• Organize meetings, appointments and keep a journal
• Presentation, typing and photocopying
• Updating computer databases