Executive Secretary

Syria

Secretariat

Finished or Exempted (For male)

JOB PURPOSE:

- Providing secretarial, administrative and clerical support to the Executive Manager. This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. The basic administrative or secretarial duties involve diary management, greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management.

This position operates within the context of confidentiality, diplomacy and judgment. Guiding principles will be found in the published policies and procedures as well as past precedent. However, the ability to operate within indistinct parameters is also important.

KEY ACCOUNTABILITIES:

* Management of Schedule
- Responsible for maintaining ; managing the Executive Manager daily calendar and schedule
- Arrange meeting invites and appointments and ensure the Managing Director is well-prepared for the meetings
- Attend meetings and take minutes as and when required

* Administrative Support
- Act as the Executive Manager first point of contact and liaise with people from both internal and external organizations
- Responsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents
- Responsible for screening telephone calls, enquirers and requests

* Travel Arrangements
- Plan, organize and arrange the Managing Directors travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company's International and Local Business Travel Policy
- Responsible for preparing travel expense reimbursements in line with the company's International and Local Business Travel Policy.

* Office Management
- Responsible for the upkeep and maintenance of the Executive Manager office and ensure that all office equipment ; facilities are in working condition.
- Responsible for maintaining and ordering stationery supplies for the office.

* Filing and Document Circulation
- Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
- Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Executive Manager.
- Ad-hoc administrative tasks.
- Provide support and assistance to the department in any administrative and coordination tasks as and when required.

- Excellent oral communication skills, including an ability to provide effective and appropriate advice and information to a variety of people and to use discretion with confidential information.
- Excellent written communication skills including the ability to compile and prepare reports, presentations, submissions and other documents.
- Excellent organizational and administrative skills, including an ability to meet deadlines and manage a varied workload in a busy environment.
- Proficient in Microsoft Office suites (MS Outlook, Word, Excel, PowerPoint).

Minimum Experience:

- 5-8 years of experience in administration or secretarial role, with at least 2-3 years experience in the capacity of Personal.
- Assistant or Executive Secretary for a Management level position in a large-sized organization.

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Sep 24, 2026

English