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Secretarial Department

The Secretarial Department is the backbone of our administrative processes, ensuring smooth operations and effective coordination across teams. We handle correspondence, coordinate meetings, organize digital files, and support task execution. With our trained teams and efficient systems, we ensure seamless communication and high-quality service for our clients.

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Managing Correspondence and Communications

We handle correspondence and respond to communications to ensure prompt interaction:

- Receive and sort paper and electronic messages, distributing them accordingly.
- Prepare and draft official correspondence in the appropriate format.
- Answer phone calls and forward them to the relevant departments.
- Archive correspondence both physically and electronically in an organized manner.

Appointment Scheduling and Administrative Coordination

We manage time and appointments efficiently to support senior management and executive teams:

- Coordinating meeting and interview schedules with relevant parties.
- Managing executives' agendas and reminding them of important commitments.
- Organizing client or partner visits and confirming appointments.
- Handling unexpected changes and rescheduling tasks efficiently.

File and Record Storage and Archiving

We manage documents and records with methods that ensure security and easy access:

- Systematically classifying official and administrative files.
- Storing contracts, decisions, correspondences, and attendance records.
- Utilizing digital document management systems when available.
- Implementing security procedures for sensitive and confidential files.

Organizing Meetings and Official Events

We coordinate events and meetings to ensure their success and smooth execution:

- Sending official invitations and following up on attendance confirmations.
- Preparing venues with necessary technical and office supplies.
- Preparing meeting minutes and archiving them in approved files.
- Coordinating with relevant parties for joint events.

Internal and External Communication

We create an effective communication link between internal departments and external entities:

- Facilitate communication and information exchange between departments.
- Represent the organization professionally in front of official entities and visitors.
- Follow up on administrative transactions with suppliers and government bodies.
- Greet visitors, manage their entry procedures, and ensure optimal service.

General Administrative Support

We provide comprehensive administrative support that helps streamline daily operations:

- Printing and copying documents, preparing official files.
- Preparing letters and presentations in a professional manner.
- Managing incoming and outgoing mail and organizing it periodically.
- Assisting with logistical arrangements for meetings or travel.