Executive Secretary
Summary
| Title: | Executive Secretary |
|---|---|
| ID: | 3009 |
| Department: | Administrative |
| Location : | Riyadh |
| Nationality : | Saudi Arabia |
| Industry: | Government |
| Type of Contract : | Full-time |
Description
Roles and Responsibilities:
- Conduct day-to-day activities while ensuring compliance to policies and procedures
- Contribute to the identification of opportunities for continuous improvement of systems, processes in line with leading practices
- Establish working relationships with relevant internal stakeholders
- Collect feedback from internal stakeholders on issues being faced and other requirements
- Contribute to the preparation of progress reports directed to all relevant stakeholders to keep them informed of progress
- Respond to internal and external calls, record messages, and transfer calls ensuring abidance by set standards
- Meet and greet guests on behalf of the Direct Manager based on set protocols and escort to designated room
- Ensure availability of all office supplies and stationeries for the Direct Manager and maintain cleanliness of Direct Manager's office and space area on a continuous basis
- Organize Direct Manager's appointment schedules, events calendars, and weekly plan and prepare logistics requirements such as room setup, required stationery, and meeting amenities
- Assure meeting rooms are available according to Direct Manager's schedule and manage rooms cleanliness and organization to ensure satisfaction and solidify of Direct Manager's professional reputation
- Attend President / BoD / Committees meetings and provide the members with needed information, documents, and data to be discussed in the meeting
- Ensure availability of all office supplies and stationeries for the Direct Manager and maintain cleanliness of Direct Manager's office and space area on a continuous basis
- Manage Direct Manager's incoming and outgoing paper and electronic correspondences ensuring confidentiality and timeliness
- Manage Direct Manager's responses on specific queries as per directions and instructions through accurate letters, emails, reports, and correspondences
- Follow up with internal and external stakeholders on requests / formalities requested by the Direct Manager ensuring timeliness
- Update database accurately with internal and external names and numbers for proper tracking and future reference
- Identify list of internal and external committees and clarify committees' purpose and the organization's contribution
- Draft nomination letter to notify the organization's concerned stakeholders of their appointment in internal and external committees
- Organize committees' meetings and implement needed logistics requirements
- Attend committees meetings and follow up on meeting outcomes, pending matters, and decisions in coordination with concerned stakeholders
Job Qualifications and Requirements:
- 2+years of experience in an Administrative Services field
- Bachelor’s Degree in Administrative Affairs or equivalent is required
