Executive Assistant – Jeddah (Tamheer)

Job Description

Provides overall range of secretarial and administrative services and coordinate with various administrative support issues for the management and other staff in a highly confidential environment and high degree of discretion and initiative.

• Identify and obtain required materials for meetings from files and other sources and gather and compile data required for reports and statistics following verbal instructions to be able to compose or send replies to routine inquiries and/or draft replies to non-routine ones following instructions from immediate superior.
• Format, generate and prepare reports for the Managing Director for use in meetings with the management.
• Keeping and controlling sensitive or highly confidential files, data, letters, reports, to ensure that information is restricted only to authorize person.
• 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 by responding, follow-through and delegating queries that are addressed to the Managing Director, on his behalf, to appropriate subordinates in the department.
• Coordinates day-to-day activities of the Management like meetings and visits by making travel, hotel and other arrangements including tickets and transport by handling and monitoring daily schedules, reminders of meetings and other appointments for the day and within the week.
• Sorts out and prioritizes all correspondence and reports, determines urgency of the needed reply and forward those which require immediate personal attention by referral to other subordinates within the department those that are necessary to follow-up responses and ensure prompt replies.
• 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 Managing Director, other Managers and subordinates in the department, assuring confidentiality is maintained.
• Prepares documentation for associate transfers, change of designations and promotions related to the department/division for approval of the management.

Skills

• Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Arabic is an advantage.
• Administration and Management: Basic Knowledge of business and management principles involved in resource allocation, and coordination of people and resources.
• Bachelors’ Degree in Business Management or related field
• Microsoft Office Applications (Word, Excel, PowerPoint, Access)
• 1 year minimum with basic experience in Secretarial Administration
• Time Management: Managing one’s own time and the time of others.
• Active Learning: Understanding the implications of new information for both current and future problem-solving and decision-making.
• Stress Tolerance: Job requires accepting criticism and dealing calmly and effectively with high stress situations.
• Achievement/Effort: Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
• Problem Sensitivity: The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Inter-Personal Relationship: The ability to deal and work with people and compromise diversity in views and opinions.
• Organizing & Prioritizing: Developing specific goals and plans to prioritize, organize and accomplish tasks.
• Communication Skills: Able to convey ideas and opinions with clarity and conciseness. Straight-forward and emphatic.