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| Firma: |
Toledo Contracting Co. Ltd |
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| Job-Titel: |
Executive Secretary |
| Job Kategorie: |
Management |
| Arbeitsort: |
Riyadh - Saudi-Arabien |
| Stellen-Beschreibung: |
Executive Secretary and Administrative Assistant
Job Description for: "Executive Secretary and Administrative Assistant"
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
Job Tasks for: "Executive Secretary and Administrative Assistant"
Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including faxes and email. File and retrieve corporate documents, records, and reports. Greet visitors and determine whether they should be given access to specific individuals. Prepare responses to correspondence containing routine inquiries. Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Prepare agendas and make arrangements for committee, board, and other meetings. Make travel arrangements for executives. Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. Compile, transcribe, and distribute minutes of meetings. Attend meetings in order to record minutes. Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives. Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors. Manage and maintain executives` schedules. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software. Set up and oversee administrative policies and procedures for offices and/or organizations. Supervise and train other clerical staff. Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. Interpret administrative and operating policies and procedures for employees.
Knowledge Requirements for: "Executive Secretary and Administrative Assistant"
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.
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| Kenntnisse erforderlich: |
Skill Requirements for: "Executive Secretary and Administrative Assistant"
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.
Ability Requirements for: "Executive Secretary and Administrative Assistant"
Written Expression -- The ability to communicate information and ideas in writing so others will understand.
Written Comprehension -- The ability to read and understand information and ideas presented in writing.
Oral Comprehension -- The ability to listen to and understand information and ideas presented through spoken words and sentences.
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).
Problem Sensitivity -- 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.
Job Activities for: "Executive Secretary and Administrative Assistant"
Performing Administrative Activities -- Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Interacting With Computers -- Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Getting Information -- Observing, receiving, and otherwise obtaining information from all relevant sources.
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.
Organizing, Planning, and Prioritizing Work -- Developing specific goals and plans to prioritize, organize, and accomplish your work.
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.
Documenting/Recording Information -- Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Identifying Objects, Actions, and Events -- Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Updating and Using Relevant Knowledge -- Keeping up-to-date technically and applying new knowledge to your job.
Nature of the Work For Secretaries and Administrative Assistants
As the reliance on technology continues to expand in offices, the role of the office professional has greatly evolved. Office automation and organizational restructuring have led secretaries and administrative assistants to assume responsibilities once reserved for managerial and professional staff. In spite of these changes, however, the core responsibilities for secretaries and administrative assistants have remained much the same: Performing and coordinating an office’s administrative activities and storing, retrieving, and integrating information for dissemination to staff and clients.
Secretaries and administrative assistants perform a variety of administrative and clerical duties necessary to run an organization efficiently. They serve as information and communication managers for an office; plan and schedule meetings and appointments; organize and maintain paper and electronic files; manage projects; conduct research; and disseminate information by using the telephone, mail services, Web sites, and e-mail. They also may handle travel and guest arrangements.
Secretaries and administrative assistants use a variety of office equipment, such as fax machines, photocopiers, scanners, and videoconferencing and telephone systems. In addition, secretaries and administrative assistants often use computers to do tasks previously handled by managers and professionals, such as: create spreadsheets; compose correspondence; manage databases; and create presentations, reports, and documents using desktop publishing software and digital graphics. They also may negotiate with vendors, maintain and examine leased equipment, purchase supplies, manage areas such as stockrooms or corporate libraries, and retrieve data from various sources. At the same time, managers and professionals have assumed many tasks traditionally assigned to secretaries and administrative assistants, such as keyboarding and answering the telephone. Because secretaries and administrative assistants do less dictation and word processing, they now have time to support more members of the executive staff. In a number of organizations, secretaries and administrative assistants work in teams to work flexibly and share their expertise.
Many secretaries and administrative assistants now provide training and orientation for new staff, conduct research on the Internet, and operate and troubleshoot new office technologies.
Specific job duties vary with experience and titles. Executive secretaries and administrative assistants provide high-level administrative support for an office and for top executives of an organization. Generally, they perform fewer clerical tasks than do secretaries and more information management. In addition to arranging conference calls and supervising other clerical staff, they may handle more complex responsibilities such as reviewing incoming memos, submissions, and reports in order to determine their significance and to plan for their distribution. They also prepare agendas and make arrangements for meetings of committees and executive boards. They also may conduct research and prepare statistical reports.
Work environment. Secretaries and administrative assistants usually work in offices next to executives and CEOS. Their jobs often involve sitting for long periods
Job Training and Education Requirements For Secretaries and Administrative Assistants
Word processing, writing, and communication skills are essential for all secretaries and administrative assistants. However, employers increasingly require extensive knowledge of software applications, such as desktop publishing, project management, spreadsheets, and database management.
Education and training.
Employers of executive secretaries increasingly are seeking candidates with a college degree, as these secretaries work closely with top executives. A degree related to the construction business or industry may provide the job seeker with an advantage in the application process.
Most secretaries and administrative assistants, once hired, tend to acquire more advanced skills through on-the-job instruction by other employees or by equipment and software vendors. Others may attend classes or participate in online education to learn how to operate new office technologies, such as information storage systems, scanners, or new updated software packages. As office automation continues to evolve, retraining and continuing education will remain integral parts of secretarial jobs.
Other qualifications. Secretaries and administrative assistants should be proficient in typing and good at spelling, punctuation, grammar, and oral communication. Employers also look for good customer service and interpersonal skills because secretaries and administrative assistants must be tactful in their dealings with people. Discretion, good judgment, organizational or management ability, initiative, and the ability to work independently are especially important for higher-level administrative positions. Changes in the office environment have increased the demand for secretaries and administrative assistants who are adaptable and versatile.
Certification and advancement. Testing and certification for proficiency in office skills are available through organizations such as the International Association of Administrative Professionals. As secretaries and administrative assistants gain experience, they can earn several different designations. Prominent designations include the Certified Professional Secretary (CPS) and the Certified Administrative Professional (CAP), which can be earned by meeting certain experience or educational requirements and passing an examination.
Secretaries and administrative assistants generally advance by being promoted to other administrative positions with more responsibilities. Qualified administrative assistants who broaden their knowledge of a company’s operations and enhance their skills may be promoted to senior or executive secretary or administrative assistant, clerical supervisor, or office manager. Secretaries with word processing or data entry experience can advance to jobs as word processing or data entry trainers, supervisors, or managers within their own firms or in a secretarial, word processing, or data entry service bureau. Secretarial and administrative support experience also can lead to jobs such as instructor or sales representative with manufacturers of software or computer equipment.
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Sprachkenntnisse: |
Englisch-Sehr GutArabisch-Gering |
| Beschäftigungsart: |
Vollzeit |
| Jahresgehalt: |
20000 USD |
| Eintragsdatum: |
2009-07-21 |
| Grad der Ausbildung: |
Studium |
| Ihre Erfahrung in Jahren: |
5 to 7 Years |
| Firma: |
Toledo Contracting Co. Ltd |
| Kontakt-Name: |
Toledo Contracting Co. Ltd |
| Kontakt-Telefon: |
96614538933 |
| Kontakt -Fax: |
96614538920 |
| Bevorzugte Kontaktmethode: |
Keine Präferenz |
| Preferred Language of Resume/Application: |
English |
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