Executive Secretary
Al-Fajr International, Pakistan

• Schedule meetings and arrange conference rooms.
• Alert manager about cancellations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Prepare statistical reports.
• Manage spreadsheets.
• Greet and receive visitor.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Takes and transcribes dictation.
• Helps prepare office budget.
• Plans events and volunteer activities.
• Maintain office procedures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Coordinate committees and task forces.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system.
• Sign for UPS/Fed Ex/Airborne packages.

• Manage correspondence, databases, records management systems, and paper and electronic filing systems
• Manage mailing lists and do mail outs or help with them
• Support and coordinate committees
• Review correspondence for quality and consistency
• Schedule, maintain and update calendar appointments
• Photocopying
• Book meeting rooms
• Apply software skills (e.g. Word, Excel, PowerPoint)
• Answer phones
• Sort mail
• Ensure office staff has supplies and equipment to perform their daily work
• Have excellent written and verbal skills
• Make travel arrangements
• Purchase supplies
• Respond to routine correspondence
• Prepare meeting agendas, memos and other correspondence
• Maintain department calendars
• Coordinate day-to-day functions for the office and those you support
• Backup other administrative assistants
• Perform other tasks as required

Job Rewards and Benefits