Job Description

Company Background:
A consultancy firm specialized in providing professional services in advisory, accounting, and audit.

Job Title:
Executive Secretary - Female Only

Duty Station:
Sana’a

Contract Type:
Full-time

Duration:
6 Months, Extendable based on performance.

Main Duties and Responsibilities

• The Executive Secretary will assist the manager in charge and other managers in the daily tasks as required.
• Assist in marketing services, business development, and client management, with visits to clients as needed.
• Assist management in preparing proposals according to clients’ needs.
• Constant follow-up of internet and social media to spot relevant advertisements and tenders, fill out electronic and paper applications, and answer inquiries.
• Assist in making entries in the accounting system/spreadsheets.
• Assist in preparing, developing, and updating the firm’s profile, business domain (website), and social media platforms.
• Assist in conducting payments and keeping track of all expenses and liabilities.
• Preparing invoices, following up on receivables, and collection from clients.
• Working with the team to reach new clients.
• Maintaining the office calendar and arranging meetings. Taking minutes of meetings and keeping internal and external correspondence controlled and well-organized.
• Ensure office reception is well-managed, organized, and attended at all times, receiving guests, directing them, as well as receiving and dispatching calls.
• Assist in processing travel arrangements for work teams.
• Handling confidential documents and ensuring they remain secure.
• Monitoring the office supplies and logistical needs of the firm.
• Provide secretarial support such as typing, drafting letters, and translation of English or Arabic documents.
• Maintain an organized and up-to-date filling system (soft and hard copy).
• Any other tasks assigned by the respective manager(s).

Qualifications and Skills

• Bachelor’s degree in Business Administration/Accounting/English/Marketing or any other relevant field.
• Minimum experience of one year working in a related role.
• Excellent communication and interpersonal skills.
• Computer proficiency (Word, Excel, Outlook, PowerPoint, with very good typing skills).
• Proficiency in the English language (reading, writing, and speaking).
• Ability to manage relationships with clients.
• Ability to prioritize and work under pressure.