Executive Assistant Secretarial Operations

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Location:

Riyadh, SA

Job Description:

To provide complete administrative and secretarial support to the respective function Head by acting confidentially, promptly and

Number of Staff Supervised:

Direct Reports:

-

Total:

-

Description

General Secretarial

• Route callers and correspondence as necessary and assist in drafting and finalising replies where appropriate to ensure that all matters are dealt with efficiently and effectively
• Handle incoming and outgoing departmental mail – postal and courier - and maintains appropriate logs.
• Manage incoming documents for signatures through Docusign. Ensuring right entities are used in each document.
• Co-ordinate with PRO/ admin department for any attestation / legalization of documents that come by.
• Make all necessary arrangements for the holding of internal department meetings and attend occasionally if required, as secretary to record proceedings.
• Covering and taking responsibilities from other Secretaries on Leave.
• Register for important conferences and seminars for managers to attend.
• Assist guest team members when visiting other offices.
• Assist with document management (converting, formatting, printing and scanning) and records.

Travel Arrangements

• Make travel arrangements in a time-effective way, including visa, booking itineraries, venues for meetings, hotels, rent a car, etc.
• Flexibly reschedule and rearrange travel and or accommodation in case of changes in itinerary or plans.
• Coordinate with other secretaries when employees from different departments are traveling together.
• Check and verify billing statements with respect to travel and related arrangements made and makes sure that the claims are getting paid on time

Procurement Tasks

• Check and verify billing statements in respect of travel and related arrangements made and make sure that the invoices are getting paid on time.
• Support on getting functional contract agreements through the right procurement process by working collaboratively with the SC team in ensuring timely vendor registration and contract signature.
• Perform timely submissions of PR and POs relating to client invoicing and ensuring payment is done accurately and on time.

EA specific tasks

• Provide a time management/diary service for the manager to ensure he is able to attend all key meetings according to planned schedule and assists in optimising his use of time.
• Support in developing Power point presentations, excel sheet trackers and any other required (MS office support) t tasks as and when needed.
• Monitor effectiveness of office administrative processes and recommends improvements where needed.
• Manage signatures and Docusign on behalf of line manager.
• Establish and maintain records and filing system for incoming and outcoming communication and letters and ensure confidentiality procedures to ensure appropriate level of security and control.
• Plan and support the functional event management and organization working closely with the events team by being the point of contact on behalf of the function to ensure a smooth and successful event.
• Schedule and coordinate internal meetings including booking conference rooms and facilities, plan and arrange venues, coordinate with participants, and send reminders and follow-up messages to the participants to ensure smooth and efficient event management.
• Performs other related ad-hoc duties or related assignments as directed

5. FRAMEWORKS, BOUNDARIES, & DECISION MAKING AUTHORITY:

Works according to specific instructions, guidelines and accepted secretarial standards

Exercises financial Authority at the level established by Management for this position

Minimum Qualifications

• Completion of Secondary School with a secretarial certification.
• Bachelor’s Degree is highly preferred.

Minimum Experience

• 8-10 years of overall experience with 3-5 years as high level executive assistant supporting Senior executives.

Job-Specific Skills

• Good knowledge of Microsoft Office – Word, Excel, PowerPoint - and other computer applications;
  Good knowledge of English
• Multi-tasking and prioritization skills along with the ability to handle multiple demands
• High level of professionalism, discretion and confidentiality
• Team Playerand collaborator