Looking For Executive Secretary (Bilingual - Arab National Only)

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Description

Job Outline:
(General description of the nature of the job)
Responsible for performing a variety of administrative and secretarial functions to support all activities related to the Managing Director.

Duties & Responsibilities:
(List of specific duties & responsibilities to be performed in this position)

• Administrative Assistance: Provide administrative assistance to senior management including word processing, information research, filing, taking and directing telephone calls and messages, drafting memos and other reports as appropriate.

• Scheduling: Manage senior management diaries to ensure that they meet their business schedules including making arrangements for senior management’s meetings, receiving visitors, and providing assistance.

• Filing: Develop, implement, and maintain an electronic and manual filing and archiving systems for senior management’s offices.

• Incoming and Outgoing Mail: Handle all senior management’s incoming and outgoing mail, assess priority, draft responses when given directions to do so, and present to the management in an orderly and timely fashion. Archive all correspondences manually and electronically.

• Travel Arrangement: Coordinate senior management’s travel arrangements including flight, hotel, train, and car rental reservations in accordance with company policies.

• Online Services: Oversee the Group’s online government agencies accounts including: Muqeem, Ministry of Labor, GOSI, Chamber of Commerce, and Ibshir.

• Tracking and Renewal:

o Government issued Certificate: Track the expiry dates of all government issued certificates (including but not limited Commercial Registrations, Chamber of Commerce, SFDA and MOH Warehouse Licenses, GOSI, Civil Defense, Municipality, Saudization, etc) and closely follow-up their renewal in a timely and efficient manner.

o Employees IDs: Track the expiry dates of employees’ passports, Iqama’s, National ID, and Licenses and ensure their renewal at least 3 months before their expiry. In addition, issue exit-reentry visas for employees when approved.

o Office and Warehouse Rent: Track due dates of all rents including office, warehouse and coordinate with the Finance Department to pay on time.

o Vehicles: Track the Group’s fleet of vehicles in terms of registration, insurance, and periodic preventative maintenance.

• Office Management:

o Office Maintenance: Maintaining office equipment, arranging for repair when necessary, and recommending for new or additional office equipment as appropriate. Follow-up with the warehouse, farm, and drivers for any maintenance issue and find the right place to fix the problem.

o IT: Coordinating with the IT support company to maintain our system and fix any problems in a timely manner. Maintain and manage all processed information; ensure appropriate back-up and storage of all data files.

o Printing: Find a professional printing house to print stationaries and coordinate the relationship with it. Ensure stationaries and supplies are provided to employees in a timely but cost-effective manner.

• Managing Director’s Private issues: Follow up the Managing Director’s private issues when directed including car insurance, car registrations, Iqama’s renewals of staff, manpower recruitment, follow up house maintenance, etc.

• Confidentiality: Ensure the privacy and confidentiality of all information being processed through the office. As Executive Secretary, one is required to ensure the integrity of the data and the company’s assets including the stamps, stationaries, employees related data, financial information, ownership structures, Articles of Association, etc.

• Assisting HR Department: Provide administrative assistance to HR Department including but not limited to assisting in updating employee files, air ticket arrangements, attendance, employment contracts, recruitment process etc.

Knowledge, Skills, & Abilities:
(List PC skills, languages, communication skills, specific job related skills, etc.)
• Excellent computer skills including MS office, MS outlook.
• Work independently, professionally, and accurately. Prioritize tasks and information.
• Handle details and highly confidential information. Works well with people.
• Detail oriented, excellent time management and communication skills.
• Bilingual in Arabic and English.
• Well dressed and Groomed.

Minimum Qualifications:
(List education level, experience requirements, certifications, licenses, etc.)
 Bachelor’s Degree in any discipline.
 Diploma in Office Management or Business Administration will be an advantage.
 Successful employment history in the relevant field.

Required Experience:
(List specific experience requirements for the position)
 Minimum five years of similar experience.

Basic Details

Location : Diplomatic Quarter

Qualification :

Posted : 1 year ago

Job Type : Full-Time

Company : Saudi Jobs

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