JOB DESCRIPTION

EXECUTIVE SECRETARY

Job Title : Executive Secretary Title Code : ADC4 22

Grade : C3 Reports to : Admin Manager
Job family : Secretarial Supervises :NIL
Division : Office Management Location : Head Office
Department : Admin Date : 25th Of September , 011

Prepared By Reviewed By Approved By

HR Department Department :HR Department Department : Administration

Position:Human Resources Specialist Position : Human Resources Mgr Position: Admin Mgr

Signature: …………………. Signature:…………………… Signature:……………………

Issue #:
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Issue Date:
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Admin Manager

Executive Secretary
 Purpose of Job

The role purpose is to provide office support services in order to ensure efficiency and effectiveness within the office.

Duties and Responsibilities

Key Result Areas Duties and responsibilities Performance indicators

 Greet visitors and callers, handle their inquiries, and direct % of the returned mail for
Secretarial/ them to the appropriate persons according to their needs. more clarification or
Administration correction
 Management of incoming and outgoing mail, emails,
60% telephone calls and correspondence, including where
appropriate re-routing to executives, Preparation an typing
of documentation

 Manage CEO’s schedule and update diary accordingly ,Co-

ordinate internal and external meetings , Schedule and
confirm appointments for clients, customers, or supervisors

 Operate office equipment such as fax machines, copiers,

and phone systems, and use computers for spreadsheet,
word processing, database management, and other
applications

 Open, read, route, and distribute incoming mail and other

material, and prepare answers to routine letters.

 Perform general office duties such as ordering supplies,

maintaining records management systems, and
performing basic bookkeeping work.

 Set up and maintain paper and electronic filing systems for

records, correspondence, and other material.

 Management of policy and procedure Admin manual;

The Board % of time spent for

managing board's meetings
20%  Prepare agendas and make arrangements for committee,
board, and other meetings.
 Arrange conferences, meetings, and travel reservations
for office personnel.

 Organize Board meetings, including catering.

  Distribute final agenda and Board papers to Board

 Maintain accurate board minutes, including taking notes

at meetings, preparing draft minutes for CEO’s review
and ensuring approved minutes are entered into the
Corporation’s Minute Book.

Travel and  Coordinate and confirm all corporate travel % of errors in reservation
accommodation arrangements for the CEO and external visitors within from the overall number of
arrangements budget parameters reservations

15%  Negotiate hotel rates and make hotel reservation

 Provide itinerary as required. for CEO travel

 Contacting air lines and make airline ticket

reservation ,Develop, implement and maintain a formal
booking system

 Negotiate travel supply arrangements with agency or

agencies and liaise to ensure service levels are
maintained

Intra –  Assist CEO , chairman and executive to maintain line of % accurate and updated
government communication with the governmental authorities records for VIP clients and
coordination governmental officials
 Coordinate invitations to ministerial and VIP level
5%
 Communicate with CEO , executive and directors
regarding changes in governance and legislative
requirements

Note: this job description shall include, but is not necessarily limited to the above duties. May
temporarily perform other duties assigned to maintain operations and services.

Communications
Internal:

Admin Manager, Admin Staff.

External:

 Visitors.
  Government authouries

 Hotels and airlines

 Couriers and other service providers

QUALIFICATIONS & Requirements

Education : Bachelor's degree in business administration or a related field.

Certificates: Communication Skills.

Experience: 5 to 7 years of experience in Secretarial Management.

Language : Excellent written and spoken English.

Computer : Ability to use Microsoft Office to include Microsoft Word, Excel and email
Min. report required

Line of Authority

 Release Letters.

 Company petty cash

 Access to E-mail.

 Transfer Calls.

Work context (Environment)

Office Environment

Healthy Environment
 Smoke-free throughout all company facilities and permits smoking only in designated
areas outside each building.

Working hours

 Regular Scheduled Office hours duties from 9am till 5 pm including 1 hour lunch break
from 12pm to 1pm No shifts Are required, sometimes requires flexible working hours and
work from home.
 Handles some overseas duties and outdoor conferences and meeting preparations

Work aids

 Administration departmental manual

 Company templates (memo – letters- correspondence –news letter )
 Communication And Telecommunication (laptop-internet access – email – soft copy filing
system program )
 Office equipments Tools (fax – printer-copier- scanner – data show)
 Equipment Use

Computer hardware and software, copy machines, office supplies and other equipment
are only intended for use in conducting official District business. Employees are expected
to:
 adhere to this restriction
 Handle Health District equipment in a manner that will not cause damage or loss of such
equipment.
Job specifications

Knowledge

Clerical — Knowledge of administrative and clerical procedures and systems such as word
processing, managing files and records, stenography and transcription, designing forms, and
other office procedures and terminology.

English Language — Knowledge of the structure and content of the English language
including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service — Knowledge of principles and processes for providing
customer and personal services. This includes customer needs assessment, meeting quality
standards for services, and evaluation of customer satisfaction.

Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic

equipment, and computer hardware and software, including applications and programming.

Administration and Management — Knowledge of business and management principles

involved in strategic planning, resource allocation, human resources modeling, leadership
technique, production methods, and coordination of people and resources.

Skills
Active Listening — Giving full attention to what other people are saying, taking time to understand
the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Reading Comprehension — Understanding written sentences and paragraphs in work related

documents.

Time Management — Managing one's own time and the time of others.

Speaking — Talking to others to convey information effectively.

Writing — Communicating effectively in writing as appropriate for the needs of the audience.

Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative
solutions, conclusions or approaches to problems.

Active Learning — Understanding the implications of new information for both current and future
problem-solving and decision-making.

Coordination — Adjusting actions in relation to others' actions.

Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to

make improvements or take corrective action.

Service Orientation — Actively looking for ways to help people.

Abilities
Oral Comprehension — The ability to listen to and understand information and ideas
presented through spoken words and sentences.

Written Comprehension — The ability to read and understand information and ideas
presented in writing.

Written Expression — The ability to communicate information and ideas in writing so others
will understand.

Oral Expression — The ability to communicate information and ideas in speaking so others
will understand.

Speech Clarity — The ability to speak clearly so others can understand you.

Near Vision — The ability to see details at close range (within a few feet of the observer).

Speech Recognition — The ability to identify and understand the speech of another person.

Information Ordering — The ability to arrange things or actions in a certain order or

pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words,
pictures, mathematical operations).

Proactive personality — The ability to tell when something is wrong or is likely to go wrong.
It does not involve solving the problem, only recognizing there is a problem.

Category Flexibility — The ability to generate or use different sets of rules for combining or
grouping things in different ways.
Competencies

 Administration and Management : Knowledge of business and management principles

involved in strategic planning, resource allocation, human resources modeling, leadership
technique, production methods, and coordination of people and resources.
 Customer and Personal Service: Knowledge of principles and processes for providing
customer and personal services. This includes customer needs assessment, meeting
quality standards for services, and evaluation of customer satisfaction.
 Time Management: Managing one's own time and the time of others.
 Communicating with Supervisors, Peers, or Subordinates: Providing information to
supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in
;person.
 Establishing and Maintaining Interpersonal Relationships: Developing constructive
and cooperative working relationships with others, and maintaining them over time.
 Getting Information: Observing, receiving, and otherwise obtaining information from all
relevant sources.
 Communicating with Persons Outside Organization: Communicating with people
outside the organization, representing the organization to customers, the public,
government, and other external sources. This information can be exchanged in person, in
writing, or by telephone or e-mail.