Executive Secretary

Computer Skills:
Outlook package (Word, Excel, Power point)
Internet well use.
E-mail well use.
Typing high Speed
Data backup, Storage and electronic filling
Adobe Photoshop well use.
Languages:
Arabic: excellent
English: Good spoken and written, on a Lower Oxford level.
French and other languages : Fair knowledge, an advantage
Personal Skills:
Proactive
Energetic
Fast response
Work under pressure
Organized
Problem solving
Result oriented
Attention to Detail
Presentation skills
Teamwork
Office Business clothes appearance
Job Responsibilities:
Supports Sales and Marketing manager by filtering and organizing the meeting requests of the sales personnel, other company's' colleagues and customers.
Updates the manager by consolidating, analyzing, and forwarding daily action summaries.
Organize work by reading and routing correspondence; collecting necessary information.
Follow up the Customers requests, resolving any delivery, Claims, Complaints or finance requests, through the related National Paints Business Unit departments.
Follow up and file the monthly Marketing and Sales promotion activities to the sales and marketing teams, in coordination with relative dpts.
Updating the customers' personal information, as company name changes and other data, contact persons and information, on a quarterly basis and keep each customer file updated with all relative individual sales agreements as contracts, promotions, targets, etc
Collect information and prepare relative reports according to Sales Manager requests.
Secures information by completing regular database backups, on a weekly basis.
Schedule meetings and arrange conference rooms, for meetings with customers, colleagues, etc.
Alert Sales manager about meetings cancelations, rescheduling or set up new meetings.
Keep Sales Manager meeting daily schedule, properly and without overlaps.
Maintain hard copy and electronic filing system per customer, per activities, per Market segment.
Receive and relay telephone messages.
Prepare filling and follow up confidential and sensitive documents.
When National Paints Business Unit participles in events and the SM has meetings there, she can assist him if required.
Organize Sales Manager travel activities (local or abroad), arranging his hotel accommodation agreements, air ticketing issuing, organizing local or abroad meetings with customers or colleagues.
Assist NPH GMs and Top management personnel, during their visit to our NP BU, by organizing their visiting Visas requests, their hotel accommodation agreements, air ticketing information, local drivers and cars availability for them, if needed, organizing their local meetings with NP BU colleagues or local Customers, Visitors in/out bound.
Communicate with NPH GMs and Top management Secretaries.
Communicate with NP GM and SM NP BUs Secretaries.
Arrange all Photocopies, fax paperwork in between different and relative NP BU dpts.
Typewrite, send accordingly, all NP BU SM and visiting NPH GMs and Top management personnel correspondence.
Organize inbound/outbound Events as personnel meetings, International personnel NPH meetings, as far as invitations correspondence, Coffee breaks, IT equipments for the meeting, participants' meeting note materials packaging and welcome presents.
Facilitate the NP BU SM and NPH GMs and Top management personnel, during their visits, on their business requests.
Stay in position for as long as the NP BU SM and NPH GMs and Top management personnel, during their visits, are into the company.