Executive Secretary III

King Abdullah bin Abdulaziz University Hospital; Saudi Arabia; On-site; SAR 150,000 - 200,000; Full time

Job summary

A healthcare institution in Saudi Arabia is looking for an Executive Secretary to provide high-level administrative support. Responsibilities include coordinating office activities, managing communications, and ensuring confidentiality. Candidates should have a diploma or degree in relevant fields, along with experience or fresh graduates are welcome. An IELTS result is required, emphasizing a strong command of English. This role promotes a patient-centered culture, making it vital for effective communication and organizational skills.

Qualifications

• 2 years Diploma in relevant field with 6 years of experience.
• 3 years Diploma in relevant field with 4 years of experience.
• Bachelor’s Degree in relevant field with no experience required.
• IELTS Result is required.

Responsibilities

• Provide comprehensive administrative support in the division.
• Maintain confidentiality of sensitive information.
• Develop and maintain filing systems.
• Draft letters and reports to a high standard of English.
• Manage and coordinate filing systems and office administration.
• Organize meetings and take minutes.
• Provide support on computer systems and train staff.

Skills

Administrative coordination

Communication skills

Office management

Confidentiality

Computer systems proficiency

Minute taking

Training

Education

2 years Diploma in Executive Secretary, Business Administration, or English with 6 years of experience

3 years Diploma in Executive Secretary, Business Administration, or English with 4 years of experience

Bachelor’s Degree in Executive Secretary, Business Administration, Science or English

Tools

Microsoft Access Database

Job description

Job Purpose:

Responsible for providing and coordinating a wide range of administrative and secretarial services in the assigned Division. Contribute to the effective and efficient service delivery of the assigned Division.

Key Accountabilities & Responsibilities:

• Provides a comprehensive administrative and secretarial service in the assigned Division.
• Maintains confidentiality of all sensitive information at all times.
• Develops and maintains departmental filing system. Maintains an accurate suspense file system and liaises with individuals to determine action.
• Reviews all incoming communications in the assigned department and prioritizes as appropriate.
• Responsible for effective communication, both oral and written, to and from the Head of the Division.
• Ability to draft letters and reports on behalf of the assigned Division, to a high standard of English.
• Takes dictation and/or transcription. Types and distributes correspondence and reports.
• Manages and coordinates the filing system to ensure the smooth running of the office. Sets up and maintains office administration systems.
• Coordinates all communication, documentation, venue bookings and refreshments with regard to meetings/committees.
• Attend meetings, taking minutes and follow up action as required.
• Organizes office supplies and repairs to office equipment.
• Trouble-shooting for office equipment malfunctions.
• Assist in providing support and guidance to staff within the assigned Division in all computer systems including the review, proof-reading and formatting of computerized documentation.
• Ability to develop and maintain computerized office systems to deal efficiently with paper flow i.e. Microsoft Access Database.
• Ability to train new secretarial staff in all aspects of their primary duties and responsibilities; cross-train current staff in any new duties or to further their understanding of a specific existing duty.
• Respects patients and their families to promote a patient-centered care culture.
• Participates and support quality improving and patient safety activates as an individual or as part with multidisciplinary teams.

Perform other duties as assigned or needed.

Minimum or Required:

• 2 years Diploma in Executive Secretary, Business Administration, or English. with 6 years of experience.
• 3 years Diploma in Executive Secretary, Business Administration, or English. with 4 years of experience.

OR

• Bachelor’s Degree in Executive Secretary, Business Administration, Science or English. No experience required.

-IELTS Result is required.