Executive Secretary

Join to apply for the Executive Secretary role at ALJOMAIH BOTTLING PLANTS

HR Manager | HR Operation Manager | HR Business Partner | Talent Acquisition

Role Information

Organization: DIVISION | Business Transformation

Location: Riyadh

Reporting To: Business Transformation Director

Accountabilities

• Documents and follows up all incoming and outgoing correspondences with various stakeholders to ensure proper documentation while maintaining confidentiality.
• Prepares/types correspondences, forms, and reports required by the HOF to ensure all they are issued accurately and on time.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics to fulfill work requirements.

Meetings

• Organizes and provides data as needed for conferences, meetings, and appointments to ensure all information is accurate and relevant.
• Schedules, updates, and prepares agendas for meetings, meeting minutes and distributes to participants to ensure actions are properly recorded and circulated.

Data Collection

• Monitors and collects information & data required by the HOF or the Department and coordinates with the respective team to ensure all relative information are accurate as per the requirement.

Calendar Management

• Arranges and schedules appointments, itineraries, travel plans for the HOF with internal and external stakeholders under his/ her supervision for effective calendar management.

Archiving & Maintaining effective records

• Sets up, organizes, and maintains the HOF’s both electronic/ physical files including references and subjects for easy tracking.

Work assignments

• Prepares presentations, business reviews, reports, and all other assignments requested by the manager to ensure smooth business running.

Business Support

• Provides support to the Function and the team by completing routine processes such as expense claims, leave plans, and system requests to facilitate the business transactions.

Office Supplies

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.

Visitors

• Receives phone calls, meets and greets internal/ external visitors, points them in the right direction, and answers inquiries to support a welcoming environment.

Legal Documents & References

• Keeps copies of legal documents, reference files, department policies and procedure up to date by adding current and deleting obsolete information.

Skills

• Data accuracy and confidentiality
• Proper correspondence and arrangement of meetings
• Proper handle of administrative and secretarial issue
• Effective communication

Qualifications

• 2+ years executive Secretary/assistant experience
• Able to handle sensitive business communications, data and other information with professionalism, confidentiality and discretion, both internally with employees and externally with clients and candidates
• Exceptional organizational and multi-tasking skills
• Outstanding verbal, written and interpersonal communication skills
• Maturity, solid judgment and the ability to interact with confidence with executive management
• Excellent working knowledge of Microsoft Office suite

Selection Process

Application:
Apply directly by clicking the 'APPLY' button

Filtering:
The Recruitment Department will filter the application based on the above requirements and criteria.

Assessment:
Relevant assessment(s) will be conducted to assess the target skills.

Appointment:
Best candidate will be selected and all candidates will receive feedback.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Information Technology
• Industries:
  Food and Beverage Services

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