Senior Executive Secretary

Job Title: Senior Executive Secretary Department: Executive Office Reports To: CEO's Office Manager (or CEO directly if no Office Manager exists) Direct Reports: None Work Location: Cairo — Full-time, 8 hours/day, On-sitePurpose of the RoleTo provide advanced administrative and executive support to senior management through professional typing, spreadsheet preparation, visual presentations, digital and paper archiving, and accurate daily task follow-up — ensuring smooth and efficient office operations with the highest level of confidentiality. Key Responsibilities 1. Typing & Document Formatting (Arabic & English)Type and format all document types (reports, correspondence, contracts, meeting minutes, schedules, forms) in both Arabic and English with zero spelling or grammatical errors.Ensure formatting aligns with approved company templates (fonts, margins, logos, signatures).Reproduce scanned or photocopied documents as required. 2. Spreadsheet Preparation (Excel / Google Sheets)Create and update spreadsheets to track data (meetings, task lists, expenses, maintenance requests, etc.).Organize, filter, and prepare data for quick management reports.Enter and update data from multiple sources with high accuracy. 3. Visual Presentations (PowerPoint)Design and prepare professional presentations for the CEO and deputies, including charts, tables, and images consistent with corporate visual identity.Review and proofread presentations before submission to senior management or external clients. 4. Archiving & Document ManagementArchive paper and electronic documents in organized files classified by type and date.Apply the company's approved archiving system (numbering, indexing, easy retrieval).Dispose of old documents securely per the document retention policy. 5. Administrative & Organizational TasksRespond to simple phone and mail inquiries and direct them to the appropriate person.Coordinate stationery and office supply requests for senior management.Follow up on minor maintenance or technical support requests.Organize current and closed files on office shelves and archiving cabinets. 6. Support for Office ManagerAssist the CEO's Office Manager in preparing meeting documents and required copies.Act as temporary reception for visitors when needed. Qualifications & RequirementsEducationHigher Diploma or Bachelor's degree in Office Management, Executive Secretarial Studies, Information Technology, or a related field.Experience3–5 years minimum as Secretary, Administrative Assistant, or Executive Secretary in mid-to-large companies, preferably in financial services, consulting, or training sectors.Technical SkillsProficient typing in Arabic and English (speed and accuracy, full keyboard knowledge).Advanced MS Office: Word (long documents, styles, tables, mail merge), Excel (formulas, filtering, conditional formatting), PowerPoint (professional slides, templates, charts), Outlook (email, calendar, tasks).Proficient with printers, scanners, photocopiers, and fax machines.Basic knowledge of EDMS or cloud storage (OneDrive, Google Drive).Typing speed of at least 40 words per minute in both Arabic and English.Behavioral CompetenciesHigh accuracy — zero tolerance for spelling or numerical errors.Strict confidentiality — handling sensitive documents without disclosure.Organization and time management — managing multiple tasks under pressure.Professional communication — interacting with staff and visitors with politeness and respect.Teamwork — coordinating effectively with the Office Manager and colleagues.Additional RequirementsEnglish proficiency at minimum B1 level.Executive secretarial or archiving training course preferred.Basic knowledge of administrative protocols in Egyptian or Libyan companies. Key Responsibilities 1. Typing & Document Formatting (Arabic & English)Type and format all document types (reports, correspondence, contracts, meeting minutes, schedules, forms) in both Arabic and English with zero spelling or grammatical errors.Ensure formatting aligns with approved company templates (fonts, margins, logos, signatures).Reproduce scanned or photocopied documents as required. 2. Spreadsheet Preparation (Excel / Google Sheets)Create and update spreadsheets to track data (meetings, task lists, expenses, maintenance requests, etc.).Organize, filter, and prepare data for quick management reports.Enter and update data from multiple sources with high accuracy. 3. Visual Presentations (PowerPoint)Design and prepare professional presentations for the CEO and deputies, including charts, tables, and images consistent with corporate visual identity.Review and proofread presentations before submission to senior management or external clients. 4. Archiving & Document ManagementArchive paper and electronic documents in organized files classified by type and date.Apply the company's approved archiving system (numbering, indexing, easy retrieval).Dispose of old documents securely per the document retention policy. 5. Administrative & Organizational TasksRespond to simple phone and mail inquiries and direct them to the appropriate person.Coordinate stationery and office supply requests for senior management.Follow up on minor maintenance or technical support requests.Organize current and closed files on office shelves and archiving cabinets. 6. Support for Office ManagerAssist the CEO's Office Manager in preparing meeting documents and required copies.Act as temporary reception for visitors when needed. Qualifications & RequirementsEducationHigher Diploma or Bachelor's degree in Office Management, Executive Secretarial Studies, Information Technology, or a related field.Experience3–5 years minimum as Secretary, Administrative Assistant, or Executive Secretary in mid-to-large companies, preferably in financial services, consulting, or training sectors.Technical SkillsProficient typing in Arabic and English (speed and accuracy, full keyboard knowledge).Advanced MS Office: Word (long documents, styles, tables, mail merge), Excel (formulas, filtering, conditional formatting), PowerPoint (professional slides, templates, charts), Outlook (email, calendar, tasks).Proficient with printers, scanners, photocopiers, and fax machines.Basic knowledge of EDMS or cloud storage (OneDrive, Google Drive).Typing speed of at least 40 words per minute in both Arabic and English.Behavioral CompetenciesHigh accuracy — zero tolerance for spelling or numerical errors.Strict confidentiality — handling sensitive documents without disclosure.Organization and time management — managing multiple tasks under pressure.Professional communication — interacting with staff and visitors with politeness and respect.Teamwork — coordinating effectively with the Office Manager and colleagues.Additional RequirementsEnglish proficiency at minimum B1 level.Executive secretarial or archiving training course preferred.Basic knowledge of administrative protocols in Egyptian or Libyan companies.