Executive Secretary

Job Description Prepare and continuously update the daily, weekly, and monthly schedules and task lists for senior management and the factory General Manager. Receive and welcome visitors to the senior management offices. Maintain the cleanliness, organization, and arrangement of the senior management floor and the General Manager’s office by supervising support staff and ensuring that factory-related literature and necessary items are available for visitors. Draft and type correspondence for senior management and the General Manager; organize physical and electronic files; and prepare required reports, while ensuring complete confidentiality regarding all senior management documents and communications. Manage incoming and outgoing mail, faxes, and emails for senior management and the General Manager, and ensure they are properly archived in the relevant outgoing and incoming correspondence files. Prepare for senior management meetings and periodic meetings by coordinating and assembling all necessary documentation and materials related to the meeting agenda. Issue invitations to participants for meetings convened by the General Manager and record these in the designated forms. Attend meetings involving the General Manager and, when assigned, record the minutes of the meetings and sessions. Handle telephone communications for the senior management office and the General Manager, and maintain a record of contact information (phone numbers and addresses). Organize and store internal reports received from various factory departments by maintaining a separate file for each department; present these to the General Manager upon request, follow up on the General Manager’s decisions regarding them, and attach the resulting directives to the respective reports. Booking travel tickets, hotel accommodations, and exhibition entry passes for senior management and the General Manager, as well as organizing business trips. Monitoring the inventory of office supplies, ensuring they are consistently available in senior management offices, and replenishing them as needed in coordination with the Director of Administrative Affairs. Ensuring that all office equipment and electrical appliances remain in good working order at all times; coordinating with internal or external maintenance personnel and overseeing maintenance work for all office equipment located in the senior management offices. Job Requirements Education & Experience

• Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum 5 years of experience as an executive secretary or personal assistant to top management.
• Previous experience in corporate or multinational environments is preferred. Technical Skills
• Excellent command of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills in English (Arabic/French is a plus).
• Ability to prepare high-quality reports and presentations. Personal Competencies
• High level of discretion and confidentiality.
• Excellent organizational and multitasking abilities.
• Strong time management and prioritization skills.
• Professional appearance and demeanor.
• Positive attitude and ability to work under pressure.