Senior Office Manager
Summary
| Title: | Senior Office Manager |
|---|---|
| ID: | 3034 |
| Department: | Administrative |
| Location : | Riyadh |
| Nationality : | Saudi Arabia |
| Industry: | Government |
| Type of Contract : | Full-time |
Description
Responsibilities
Qualifications and Requirements
- 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
- Ensure phone calls are properly answered and guarantee that callers’ needs and queries are addressed in a timely manner
- Oversee the 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
- Filter and prioritize events invitations according to importance and availability
- Ensure needed data are collected from relevant stakeholders regarding events and conferences organization or participation in order to ensure travel arrangements and required bookings are managed in a timely manner
- Manage the development of Direct Manager's meeting calendar and schedule appointments ensuring time optimization and follow-up on all new appointments and obligations to update the schedule accordingly
- Oversee preparation of logistics requirements such as room setup, required stationery, and meeting amenities
- Monitor the attendance of all required stakeholders during meetings and inform the Direct Manager about any absence or inconvenience, if any, in order to take correspondent measurements when necessary
- Review and provide recommendations on all developed responses, ensure incoming correspondences to related office are properly addressed and accordingly provide approval to send the finalized responses to relevant external stakeholders
- Oversee internal and external stakeholders requests / formalities requested by the Direct Manager ensuring timeliness and recommend best course of action
- Ensure administrative and clerical support is provided in a timely manner including preparation, copying, collation, binding, filing and the distribution of official documents, mails, and other communication
- Guide the identification of concerned internal and external committees and define committees' purpose and The organization’s contribution
- Review nomination letter and notify The organization concerned stakeholders of their appointment in internal and external committees
- Plan and organize committees' meetings and prepare needed logistics requirements
- Attend committees’ meetings and follow up on meeting outcomes, pending matters, and decisions in coordination with concerned stakeholders
Qualifications and Requirements
- 4+ years of experience in an Administrative Services field
- Bachelor’s Degree in Administrative Affairs or equivalent is required
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office
- Proficiency in Arabic and English
