Executive Secretary – Higher Education & Training

Position: Executive Secretary- Highest Education & Training Location: Dammam Salary: SAR 8,000- SAR 9,000 total

Job Purpose

To manage the office of the VP in terms of secretarial needs and to ensure that the office affairs are managed to the best level possible.

The goal is to contribute to the efficiency of the overall VP business by ensuring all assigned administrative duties are carried on; timely and efficiently.

Functional

Duties

• 1. Maintain VP’s agenda and assist in planning appointments, meetings, conferences etc.
• 2. Receive and screen phone calls and redirect them when appropriate
• 3. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• 4. Make travel arrangements for VP
• 5. Handle confidential documents ensuring they remain secure
• 6. Prepare invoices and financial documents and provide assistance in timekeeoing
• 7. Monitor office supplies and ensure the most cost-effective orders
• 8. Maintain electronic and paper records ensuring information is organized and easily accessible
• 9. Prepare presentations or reports as assigned
• 10. Attend meetings and keep minutes
• 11. Miscellaneous tasks as directed by VP
• 12. Follow up on VP signed reports and directing it to VP direct reports
• Oversight
• Provide information regarding the size of the role in terms of any financial and people responsibilities.
• Job Specifications
• Academic and Professional

Qualifications

• (minimum)
• 1. Degree is essential, and this career is open to graduates from all degree disciplines,preferably business major.
• 2. Diploma or a Certificate reflecting proficiency in MS Office and “back-office” software (e.g. ERP)
• Professional Experience (minimum)
• At leaset two years of proven experience as executive secretary ,customer facing experience or similar administrative role
• Proficiency in MS Office and “back-office” software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentialityBehavioral

Competencies

• Trustworthiness and ethics
• Organizational Skills and time management
• Teamwork
• Communication / Information management