Executive Secretary

Roles and responsibilities:

• Participate in setting Strategic Plan for the secretariat of the Board of Directors by contributing to the preparation of its operational plans and the estimated budget for the secretariat and following up on its implementation.
• Coordinate in the preparation of financial estimates for the Board of Directors' secretariat by reviewing the expenses of the proposed budget initiatives and activities and develop the final wording to present it for approval.
• Ensure proper Internal and External Communication by attending telephone calls effectively, receiving and dispatching of incoming/outgoing communications including mails & emails, and drafting routine correspondence and distributing in a proper timely manner.
• Prepare the annual agenda for the meeting dates of the Chamber's Board of Directors by coordinating with the Chairman of the Board of Directors and the members, following-up to update the dates of the monthly meetings and informing the members of the Board of the change or update in writing.
• Organize and update the schedule of Board Committees by arranging, setting, and updating the dates of internal and external board committee meetings in communication and coordination with the concerned authorities.
• Prepare the draft agenda for the meeting of the Board of Directors to the Chairman of the Board of Directors and the members by receiving the issues received by the Board of Directors Secretariat and the Chairman and members of the Board and the CEO for approval.
• Send invitations to board meetings to members of the board approved by the chairman of the board to hold a board meeting two weeks before the date of the board meeting through approved means of communication and informing them of the dates specified in the annual agenda for board meetings.
• Book meeting room to hold a meeting of the Board of Directors by preparing and equipping the visual display devices and distributing the meeting file to the members.
• Develop minutes of the Board of Directors meeting by auditing and revising the minutes and presenting them to the Chairman and members of the Board of Directors to express observations thereon, following up and approving them, and following up on sending to the members of the Board to approve what came in the minutes and the decisions issued by it.
• Follow-up the implementation of the Board of Directors' decisions with the concerned authorities using various means of communication such as: follow-up letters, e-mail, fax, telephone contact, SMS and recording the implementation results on the follow-up tables.
• Ensure Office Cleanliness by checking the tidiness of SMC premises at the required quality level and taking corrective measures if necessary.
• Maintain Work Privacy by handling confidential information with utmost secrecy and integrity.
• Maintain personal information of the COO in confidentiality that is required for the use of work purposes in SMC.
• Schedule meetings for the COO within the organization and external parties.
• Manage departments within the COO office for HR organization charts, JDs, KPIs and performance monitoring of each division.
• Maintain updated documents for work scopes associated within each division and digital filling for all departments and events.
• Required to work within some job scopes mutually agreed on by the COO in individual operational roles for continuous learning.
• Attending all operations meetings and following up on pending processes or completion of work scopes. This can include monitoring of deliverables from other departments outside of the COO's office (within reason) or other organizations.
• Ensuring weekly/monthly reports submission from all departments, reviewing those reports for adequacy and periodic/random check on deliverables in those reports.
• Liaison with other departments and teams within SMC in a professional manner.
• Maintain budgets utilization from the finance team.
• Assisting the COO in streamlining project deliverables for efficiency in procurement and financial obligations within contracts and operations manuals of events.
• Maintain and participate in discussions related to contract of new IP events and projects.

Requirements:

• Bachelor's degree in management or any related field.
• At least 5 years of experience in a similar role.
• Experience in writing reports and documentation.
• Ability to do on time reporting and updates from departments.
• Fluency in spoken and written Arabic and English.
• Proficiency in working on computer programs.
• Skill in the art of dealing with critical situations.
• Excellent Commutation skills.