Executive Assistant/ Receptionist

A leading Consulting Engineering Firm, a USAID contractor, working in the West Bank, is
seeking a qualified candidate for a position located in Ramallah as an Executive Assistant/ Receptionist and supporting the project Chief of Party.
Candidate must have excellent communication skills and work experience in secretarial
duties; Fluent in spoken and written English and Arabic; Must be well organized and
proficient in MS Office applications including MS Word, Excel and Power Point.
Job Description:
Serve as the Primary CoP Executive Assistant under the following Responsibilities:
Priorities:
1) Relieve management of administrative detail, all projects, Coordinate work flow 2) Update and chase delegated tasks to ensure progress to deadlines 3) Take initiative in CoP’s absence
4) Keep CoP projects on schedule 5) Maintain procedures manual to ensure consistent
performance of routines.
Communication:
1) Compose correspondence/reports for own or manager’s signature 2) Arrange essential mail in priority action order for boss 3) Check deadlines on incoming requests and put preliminary work in play 4) Process replies on own initiative or from bosses’ dictation or notes
Phone:
1) Handle all inquiries within CoP’s capacity 2) Arrange “callbacks” to protect boss’s time 3) Provide back-up materials for callbacks 4) Route calls elsewhere as needed 5) Do phone inquiries as needed.
Appointments/Meetings:
1) Maintain calendar; ascertain which events require boss’s presence 2) Fix commitments to maximize boss’s time efficiency, Prepare agenda in advance, Arrange meeting facilities and Act as recording secretary; prepare action minutes Confidentiality:
1) Perform to earn boss’s full confidence 2) Assure discreet handling of all business.
Visitors:
1) Screen to control interruptions 2) Provide back-up data as needed 3) Arrange amenities as needed
Travel:
1) Arrange travel through internal or outside agents 2) Arrange travel cash in advance 3) Prepare itinerary, trip file and supplies 4) Prepare expense report for boss
Routines:
1) Update secretarial/clerical desk manual 2) Set up “tickler” or reminder system for the CoP
3) Set up “exception reporting” system to handle routines without supervision 4) Routinely
re-order department supplies 5) Update mail/phone directories.
Interested applicants must send their Curriculum Vitae with cover letter in English indicating the job vacancy title to e-mail to: ajp@ palnet.com or Fax Num: 02-296-4508 by May 28, 2009.
Applications will be treated confidentially and only best candidates will be contacted
for interview.

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