Senior Office Manager

Abdul Latif Jameel Company; Saudi Arabia; Vor Ort; SAR 89.000 - 134.000; Vollzeit

Zusammenfassung

Abdul Latif Jameel Company in Saudi Arabia is seeking an Executive Assistant to support the Director. You will manage schedules, handle confidential correspondence, arrange meetings and travel, and prepare routine reports.

The role requires at least 3 years in a similar position within a multinational environment, plus a Bachelor's in Administration or related field. Fluency in English and Arabic is essential for interactions at all levels.

Qualifikationen

• At least 3 years of proven experience in a similar position in a multinational corporate environment.
• Effective communication in English and Arabic with people at all levels.
• Ability to establish priorities and manage multiple tasks.
• Demonstrates tact and discretion in handling information.

Aufgaben

• Respond to queries addressed to the Director and delegate to subordinates as appropriate.
• Identify materials for meetings and compile data for reports and statistics.
• Support day-to-day department functions to ensure smooth workflow and information flow.
• Maintain confidentiality in handling confidential files, letters and reports.
• Receive and record sensitive documents from Senior Management and others.
• Draft routine replies and respond to inquiries following supervisor instructions.
• Coordinate day-to-day activities of the Director and manage daily schedules.
• Arrange meetings, travel, hotel and transportation; handle visits and appointments.
• Prioritize correspondence and reports; route items and follow up for prompt replies.
• Prepare and format reports for the Managing Director.
• Demonstrate initiative; conduct routine inquiries and correspondence as needed.
• Coordinate transactions with related divisions and departments.
• Set up effective paper-based and electronic filing and retrieval systems.

Kenntnisse

Bilingual English/Arabic

Prioritization

Discretion

Confidentiality

Ausbildung

Bachelor's Degree in Administration or related field

Jobbeschreibung

Job Responsibilities:

• Respond, follow-through, delegate queries that are addressed to the Director, on his behalf, to appropriate subordinates in the department.
• Identify and obtain required materials for meetings from files and other sources, gather, compile data required for reports, statistics following verbal instructions.
• Carry out routine functions of the department, making the necessary day-to-day decisions to support the activities of others and to ensure the smooth flow of work and information.
• Types all confidential work for the Director, other Managers and subordinates in the department, assuring confidentiality is maintained.
• Keeping and controlling sensitive or highly confidential files, data, letters, reports, to ensure that information is restricted only to authorize person.
• Receives and records sensitive files, confidential letters and reports from Senior Management, peers and outside sources.
• Compose or send replies to routine inquiries and/or draft replies to non-routine ones following instructions from immediate superior.
• Coordinates day-to-day activities of the Director.
• Handles and monitors daily schedules, reminders of meetings and other appointments for the day and within the week.
• Coordinates meetings, visits, makes travel, hotel and other arrangements including tickets and transport.
• Sorts out and prioritizes all correspondence and reports, determines urgency of the needed reply and forward those which require immediate personal attention, refer to other subordinates within the department those that are necessary, follow-up responses to ensure prompt replies
• Format, generate and prepare reports for the Managing Director.
• Exercises initiative and independent action by making inquiries, preparing routine correspondence or responding to inquiries.
• Follow-up transactions with other related divisions/departments of the company.
• Setting an effective filing and retrieval systems, both paper-based and electronic.

Job Qualifications

• At least 3 years of proven experience in a similar position and exposure in a multi-national corporate environment.
• Bachelor's Degree in Administration or related courses.
• Can communicate effectively in English and Arabic with people in all levels within and outside the organization.
• Can establish priorities and a course of action for handling multiple tasks.
• Ability to demonstrate tact and discretion in preparing, disclosing and handling information with strong skills in self-correspondence.