Job Purpose: A Highly organized and proactive individual to serve as Monitoring Unit Task Planner and Executive Secretary to our C-Level executives. The role involves strategic task planning, monitoring project progress, and providing comprehensive administrative support to senior leadership.

Key Responsibilities:

Project & Task Monitoring:

•Collaborate with department heads and project managers to understand goals, schedules, resources, and project specifications.

•Develop and oversee task division, ensuring deadlines, skill levels, and workloads are balanced.

•Track project progress, provide guidance and support to team members, and escalate issues as needed.

•Conduct routine audits and reconciliations to ensure the accuracy and integrity of monitoring records.

•Prepare and present reports on operational effectiveness and project status to senior management.

Executive & Administrative Support:

•Coordinate and facilitate communication between the C-Level executives and internal/external stakeholders.

•Create presentations and reports on operational effectiveness to the management.

•Answer to the chairman and communicate with the board members frequently.

•For board meetings, committees, and annual general meetings (AGMs), draft agendas, papers, and follow-up on action items.

•Manage Chairman minutes of meetings, write resolutions, and submit reports and other forms to the relevant departments.

•Provide legal or strategic advice during and after meetings as required.

•Assist in managing appointments and client meetings, by ensuring 100% are scheduled on time.

•Handle phone calls, emails, and other communications in a timely and professional manner.

•Coordinate travel and accommodation arrangements with 100% accuracy.

•Manage and handle any ad hoc responsibilities as assigned by chairman time to time

Client & Stakeholder Relations

•Assist with client inquiries, ensuring they receive timely and accurate information regarding properties, services, and processes. Manage to reply to all inquiries with a response time within one business day.

• Maintain an updated database of clients, vendors, and guests active contacts.

Financial & Document Management:

•Oversee the management of financial records, including invoicing, payments, and budgeting for office expenses.

•Maintain confidentiality and compliance with industry standards regarding client and transaction documentation.

•Ensure effective documentation and record-keeping of unit activities and executive communication.

Qualifications and Certifications

•Bachelor’s degree in business administration, Accounting, Management or any related field preferred.

Professional certification in Certified Administrative Professional (CAP) , CEPA (Certified Executive Personal Assistant, Certified Executive Secretary) is Mandatory.

Work Experience:

•Minimum 5 years of experience in supporting C-Level executives, managing project monitoring, and administrative tasks.

•Strong organizational and multitasking abilities.

•Excellent in written and verbal communication skills in English & Arabic

•Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., ClearPoint).

•Knowledge of financial management, documentation, and compliance standards.

•Ability to manage multiple priorities in a fast-paced environment.

•Problem-solving skills and the ability to think critically and independently.

•Ability to multitask and work under pressure with attention to detail.

•Knowledge of project management tools and techniques is desirable

Language Skills:

Fluency in English and Arabic

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