Senior Administrative Services Specialist

King Abdullah bin Abdelaziz University; Saudi Arabia; On-site; SAR 120,000 - 150,000; Full time

Job summary

King Abdullah bin Abdelaziz University is seeking an experienced administrator to support the CEO office. The role focuses on coordinating clerical tasks, managing records, drafting correspondence in English, and ensuring confidential information handling.

As a supervisor-level admin in a healthcare setting, you will maintain office systems, prepare reports, and supervise staff while coordinating meetings, minutes, and communications on behalf of the CEO.

Qualifications

• Bachelor's degree in Business Administration.
• 6 years of experience in supervisory admin role in a healthcare setting.
• Saudi Nationality only.

Responsibilities

• Provides comprehensive administrative and secretarial service in the CEO office.
• Maintains confidentiality of all sensitive information at all times.
• Reviews all incoming communications in the assigned department and prioritizes as appropriate.
• Responsible for effective communication, both oral and written, to and from the CEO office.
• Drafts letters and reports on behalf of the CEO 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 smooth running of the office.
• Coordinates all communication, documentation, venue bookings and refreshments for meetings/committees.
• Attends meetings, takes minutes and follows up on actions.

Skills

Administrative coordination

Confidentiality

English drafting

Meeting minutes

Education

Bachelor's degree in Business Administration

Tools

Microsoft Access

Job description

Job Purpose:

Responsible for providing and coordinating a wide range of administrative and secretarial services in the CEO office. Contribute to the effective and efficient service delivery of the assigned Executive Division. Managing office related tasks such providing clerical processing and data tracking. Monitoring supplies and office equipment.

Key Accountabilities & Responsibilities:

• Provides a comprehensive administrative and secretarial service in the CEO office.
• Maintains confidentiality of all sensitive information at all times.
• Reviews all incoming communications in the assigned department and prioritizes as appropriate.
• Responsible for effective communication, both oral and written, to and from the CEO office.
• Ability to draft letters and reports on behalf of the CEO, 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 CEO office 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 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.

Job Requirements:

-Bachelor's Degree in Business Administration.

-6 years of experience. (held supervisory admin roleat a healthcare setting)

-Saudi Nationality only.