Executive Secretary III

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

Job summary

An academic institution in Saudi Arabia is seeking a highly organized Administrative Secretary to deliver a comprehensive range of administrative and secretarial services. Key responsibilities include managing communications, maintaining filing systems, and preparing reports. Ideal candidates hold a diploma in Executive Secretary or relevant field, with experience preferred but not required for Bachelor's degree holders. Possession of a strong GPA and an IELTS result is also necessary.

Qualifications

• 2 years Diploma in Executive Secretary with 6 years of experience.
• 3 years Diploma in Executive Secretary with 4 years of experience.
• Bachelor’s Degree in relevant field, no experience required.
• GPA of 4 or higher.
• IELTS Result is required.

Responsibilities

• Provide comprehensive administrative and secretarial services.
• Maintain confidentiality of sensitive information.
• Develop and maintain departmental filing systems.
• Draft letters and reports to a high standard of English.
• Organize meetings, manage communications and take minutes.

Skills

Administrative services

Secretarial skills

Communication skills

Confidentiality

Microsoft Access Database

Team collaboration

Minute taking

Education

Diploma in Executive Secretary, Business Administration, or English

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

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

-GPA +4

-IELTS Result is required.