Executive Secretary To Managing Director

The Executive Secretary to the Managing Director plays a crucial role in ensuring the smooth operation of the executive office within the construction and building industry. This position requires a highly organized individual who can manage a variety of tasks while maintaining a professional demeanor. The Executive Secretary will be responsible for providing comprehensive administrative support to the Managing Director, facilitating communication, and ensuring that all office operations run efficiently. The ideal candidate will possess exceptional organizational skills, a proactive approach to problem-solving, and the ability to handle sensitive information with discretion.

Responsibilities:

1. Manage the Managing Director's calendar, scheduling appointments, meetings, and travel arrangements.
2. Prepare and edit correspondence, reports, and presentations to ensure clarity and professionalism.
3. Act as the primary point of contact between the Managing Director and internal/external stakeholders.
4. Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
5. Maintain confidential files and records, ensuring compliance with company policies and procedures.
6. Assist in the preparation of budgets and financial reports as required.
7. Conduct research and compile data for special projects and presentations.
8. Support the Managing Director in strategic planning and decision-making processes.
9. Oversee office supplies and equipment, ensuring availability and functionality.
10. Foster a positive office environment by promoting teamwork and collaboration.

Preferred Candidate:

1. Proven experience as an executive secretary or in a similar administrative role.
2. Excellent verbal and written communication skills in English; proficiency in Arabic is a plus.
3. Strong organizational and multitasking abilities, with attention to detail.
4. Ability to work independently and prioritize tasks effectively.
5. Familiarity with office management systems and procedures.
6. High level of discretion and confidentiality in handling sensitive information.
7. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
8. Strong interpersonal skills and the ability to build relationships with stakeholders.
9. Adaptability to changing priorities and a fast-paced work environment.
10. Experience in the construction and building industry is an advantage.