Key Result Areas:
- Schedule and coordinate the Executive Director's calendar, appointments, meetings, events, official visits, and business travel arrangements to ensure effective time management and commitment planning.
- Assist in organizing and coordinating meetings, including invitations, agendas, attendance, venue arrangements, hospitality, visitor access, parking, and required supporting materials.
- Help prepare, review, and organize correspondence, emails, memos, reports, presentations, briefing notes, meeting minutes, and other official documents in Arabic and English.
- Screen & Direct incoming calls, correspondence, inquiries, requests, and visitors to the appropriate person, department, or action while ensuring timely follow-up.
- Record and maintain accurate records of meetings, correspondence, executive decisions, invitations, events, contacts, and follow-up actions.
- Maintain organized, secure, and confidential electronic and manual filing systems, ensuring accessibility, accuracy, and proper document control within the Executive Office.
- Make arrangements for Executive Director engagements, including conferences, seminars, stakeholder meetings, protocol requirements, travel logistics, accommodation, and transportation.
- Perform follow-up activities with internal departments, government entities, external stakeholders, partners, and service providers to ensure timely completion of assigned actions and requests.
- Inspect documents, submissions, agreements, reports, and forms submitted for review, approval, or signature to ensure completeness, accuracy, and required supporting documentation.
- Operate office systems, software applications, and administrative tools to prepare reports, presentations, records, and correspondence and support efficient Executive Office operations.
- Greet visitors, dignitaries, VIP guests, and stakeholders professionally, facilitating effective communication, coordination, and a positive Executive Office experience.
- Other reasonable tasks as assigned by supervisor.
Minimum Knowledge, Skills & Experience:
- High School Diploma or equivalent qualification, with 2-5 years of relevant professional experience in executive administration, office support, or a similar role.
- Strong Arabic and English verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders.
- Good organizational and coordination skills, with the ability to manage multiple tasks and priorities effectively.
- Strong attention to detail and accuracy when handling documents, records, and correspondence.
- Ability to maintain confidentiality and demonstrate professionalism in day-to-day interactions and activities.
- Proficiency in MS Office applications.
