Executive Assistant

Hitachi ABB Power Grids; Dammam; On-site; SAR 120,000 - 180,000; Full time

Job summary

Hitachi Energy is seeking an Executive Assistant in Dammam to support executives with scheduling, communications, travel arrangements and confidential information handling. You will manage meetings, prepare documents, maintain records and coordinate with internal and external stakeholders.

Ideal candidates hold a BA in Business Administration, have 5+ years in international companies, and demonstrate strong organizational, communication and time-management skills in a fast-paced environment.

Qualifications

• A bachelor’s degree in Business Administration or related field.
• 5+ years of experience in international companies.
• Good communication, customer service and relationship-building skills.
• Teamworking skills and organization and time management skills.
• Attention to detail, negotiation skills, assertiveness and flexibility and tact, discretion and diplomacy.
• The ability to be proactive and use your initiative: to see what needs doing and to do it.
• Proficiency in Microsoft Office and ability to learn bespoke packages if required.
• Fluent in spoken and written English.

Responsibilities

• Organizing and servicing meetings (producing agendas and taking minutes).
• Prioritizing workloads and implementing new procedures and administrative systems.
• Liaising with relevant organizations and clients and logging or processing bills or expenses.
• Acting as a receptionist and/or greeting clients and directing them to the appropriate departments or individuals.
• Answering telephones and responding to inquiries via telephone or email and booking meeting rooms, set up conference calls and taking messages and minutes during meetings.
• Performing administrative tasks, including filing and photocopying, writing emails, memos and letters.
• Implementing and/or developing office procedures and record systems and managing database entry and client files.
• Organizing and distributing messages, making and confirming travel arrangements and preparing outgoing correspondence.
• Maintaining confidential department files/records and performing routine bookkeeping tasks and assisting with presentations and reports.
• Ensuring compliance with applicable external and internal regulations, procedures, and guidelines.

Skills

Communication skills

Customer service

Relationship-building

Teamwork

Time management

Attention to detail

Negotiation

Assertiveness

Flexibility

Discretion

Diplomacy

Initiative

MS Office

English proficiency

Education

Bachelor's degree in Business Administration

Job description

Executive Assistant work is focused on supporting an individual executive or small number of executives in their day-to-day office activities including Obtaining and organizing information for use in conferences, speeches, and reports as requested by the executive, editing, proofing, formatting, document design/production, form filling, and data entry. In addition, scheduling/coordinating meetings, diaries, and travel arrangements. Also, receiving/relaying telephone messages from internal and external sources, managing the time/interaction executives have with internal and external sources Typically this role is required to handle confidential business and personnel information.

How you’ll make an impact

• Organizing and servicing meetings (producing agendas and taking minutes).
• Prioritizing workloads and implementing new procedures and administrative systems.
• Liaising with relevant organizations and clients and logging or processing bills or expenses.
• Acting as a receptionist and/or meeting and greeting clients and greeting visitors and directing them to the appropriate departments or individuals.
• Answer telephones and respond to inquiries via telephone or email and book meeting rooms, set up conference calls and take messages and minutes during meetings.
• Perform administrative tasks, including filing and photocopying, writing emails, memos and letters.
• Implement and/or develop office procedures and record systems and manage database entry and client files. Order and maintain supplies and document financial information.
• Organize and distribute messages, make and confirm travel arrangements Prepare and mail outgoing correspondence.
• Maintain confidential department files/records and perform routine bookkeeping tasks and assist with presentations and reports.
• Responsible for ensuring compliance with applicable external and internal regulations, procedures, and guidelines.
• Living Hitachi Energy core values of safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.

Your background

• A bachelor’s degree in Business Administration or related degree.
• 5+ Years of experience in international companies.
• Good communication, customer service and relationship-building skills.
• Teamworking skills and organization and time management skills.
• Attention to detail, negotiation skills, Assertiveness and flexibility and tact, discretion and diplomacy.
• The ability to be proactive and use your initiative: to see what needs doing and to do it.
• The ability to use standard software packages (e.g. Microsoft Office) and to learn bespoke packages if required.
• Proficiency in both spoken & written English language is required.

Job function Administration, Facilities & Secretarial

Contract Regular

About Hitachi Energy

We are a global leader in electrification, powering the electricity era to meet the energy demands of today, and the next 25 years. As the energy arm of Hitachi Group, over three billion people depend on our pioneering, mission-critical technologies to power their daily lives.

With over a century of innovation, we are addressing the most urgent energy challenge of our time: driving the evolution of the world’s energy system to ensure abundant, secure, affordable, and sustainable power for today’s generation and the next.

With an unparalleled installed base in over 140 countries, we are the grid ecosystem partner across the utility, industry, data center, and transportation sectors. Headquartered in Switzerland, we employ over 56,000 people in 60 countries and generate revenues of around $20 billion USD.