Executive Secretary – KAYAN MIDDLE EAST

Job description

Note: This position is open to female candidates only. Applicants must be residents of Kuwait, hold a transferable residency, and be nationals of Arab countries.

The ideal candidate should be bilingual (Excellent in Arabic and English – read & write)

Minimum 5 years of working experience

You will be in charge of the organization and efficiency of daily office operations. From scheduling client meetings, to communicating between clients & departments, you will be responsible for completing multi-level tasks in a professional and timely manner.

Responsibilities

• Manage the reception area and staff to ensure effective communication both internally and externally
• Managing phone calls, correspondence, emails, and scheduling appointments.
• Provide office guests with a hospitable experience
• Maintain and update calendars for meetings, conferences, and other events. Coordinate schedules and arrange appointments for executives or department heads.
• Manage and maintain office records, including filing systems, databases, and document management systems. Ensure documents are organized and easily accessible.
• Record minutes of meeting
• Coordinate travel arrangements for employees, including booking flights, accommodations, and transportation. Prepare travel itineraries and ensure travel expenses are properly documented.
• Monitor and manage office supplies inventory, order new supplies as needed, and ensure equipment is in working order. Coordinate with vendors and service providers.
• Supervise the maintenance of office areas, equipment, and facilities
• Interact with IT, phone and building personnel as needed
• Financial task such as managing invoices
• Coordinating office events, meetings, and conferences, arranging venues & coordinating logistics

Qualifications

• Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
• Excellent written and verbal communication skills in Arabic & English
• Ability to multi-task, organize, and prioritize work

Job Details

Preferred Candidate

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