Executive Secretary

ALJOMAIH BOTTLING PLANTS; Riyadh; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading firm in operations seeks an HR Manager in Riyadh to oversee correspondence, meetings, and administrative tasks. The role requires a minimum of 2 years' experience as an executive Secretary or assistant, handling sensitive information discreetly, and excellent organizational skills. Responsibilities include managing correspondence, preparing business reports, and coordinating meetings. The ideal candidate will be proficient in Microsoft Office and possess outstanding verbal and interpersonal communication abilities.

Qualifications

• 2+ years executive Secretary/assistant experience.
• Able to handle sensitive business communications professionally.
• Exceptional organizational and multi-tasking skills.

Responsibilities

• Documents and follows up on all incoming and outgoing correspondences.
• Prepares and types required correspondences, forms, and reports.
• Organizes data for conferences, meetings, and appointments.
• Schedulers and prepares agendas for meetings.

Skills

Data accuracy and confidentiality

Proper correspondence and arrangement of meetings

Proper handling of administrative and secretarial issues

Effective communication

Tools

Microsoft Office suite

Job description

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 of 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.
• 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, meets minutes and distributes to participants to ensure actions are properly recorded and circulated.
• 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.
• Arranges and schedules appointments, itineraries, travel plans for the HOF with internal and external stakeholders under his/ her supervision for effective calendar management.
• Sets up, organizes, and maintains the HOF’s both electronic/ physical files including references and subjects for easy tracking.
• Prepares presentations, business reviews, reports, and all other assignments requested by the manager to ensure smooth business running.
• 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.
• 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.
• Receives phone calls, meets and greets internal/ external visitors, points them in the right direction, and answers inquiries to support a welcoming environment.
• 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 handling of administrative and secretarial issues
• 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

1. Application: Apply directly by clicking the 'APPLY' button
2. Filtering: The Recruitment Department will filter the application based on the above requirements and criteria.
3. Assessment: Relevant assessment(s) will be conducted to assess the target skills.
4. Appointment: Best candidate will be selected, and all candidates will receive feedback.

To apply to this role, click on the 'APPLY' button