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Paradise Inn Group

Executive Secretary & Administrative Assistant

Alexandria, Alexandria Governorate•Full-time
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About the Job

Job Summary

The Executive Secretary & Administrative Assistant provides high-level administrative and secretarial support to senior management while ensuring the efficient operation of daily office activities. This role is responsible for managing executive calendars, coordinating meetings, handling confidential correspondence, organizing travel arrangements, maintaining records, and supporting cross-functional administrative tasks. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities with professionalism and discretion.

Key Responsibilities

Executive Support

  • Manage executives' calendars, appointments, and daily schedules.
  • Coordinate internal and external meetings, including preparing agendas, presentations, and meeting materials.
  • Record meeting minutes and follow up on action items.
  • Screen phone calls, emails, and correspondence, responding or redirecting as appropriate.
  • Draft, proofread, and distribute professional correspondence, reports, presentations, and other business documents.
  • Handle confidential information with the highest level of discretion.

Administrative Support

  • Manage office filing systems (electronic and physical) and maintain accurate records.
  • Coordinate business travel arrangements, including flights, accommodation, transportation, and travel itineraries.
  • Process expense reports and administrative documentation.
  • Maintain office supplies inventory and coordinate procurement when necessary.
  • Assist in organizing company events, meetings, workshops, and conferences.
  • Receive visitors and provide professional front-office support.
  • Coordinate courier services, incoming/outgoing mail, and document distribution.

Office Coordination

  • Ensure the smooth day-to-day operation of the office.
  • Liaise with internal departments and external vendors.
  • Monitor administrative processes and recommend improvements to increase efficiency.
  • Support HR and Finance with administrative documentation when required.
  • Ensure compliance with company policies and administrative procedures.

Qualifications

  • Bachelor's degree in Business Administration, Office Management, or a related field.
  • 3–5 years of experience in executive secretarial or administrative support roles.
  • Experience supporting senior executives is highly preferred.
  • Professional certification in Office Administration or Executive Secretarial Studies is an advantage.

Skills

  • Excellent verbal and written communication skills.
  • Strong organizational and multitasking abilities.
  • Advanced time management and prioritization skills.
  • High level of professionalism and confidentiality.
  • Strong attention to detail.
  • Problem-solving and decision-making skills.
  • Ability to work under pressure and meet deadlines.
  • Customer service and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with virtual meeting platforms (Microsoft Teams, Zoom, Google Meet).

Core Competencies

  • Professionalism
  • Confidentiality
  • Organization
  • Communication
  • Initiative
  • Adaptability
  • Time Management
  • Teamwork
  • Attention to Detail
  • Reliability

Working Conditions

  • Full-time position.
  • Primarily office-based.
  • May require occasional overtime to support executive schedules or company events.
 
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