Team Secretary

Job Description

Team Secretary (Riyadh-Saudi Arabia)

JOB Role: Team Secretary

Scope: Based in our Riyadh Office, we are looking to recruit a Team Secretary who will be responsible for the team’s administrative support.

Responsibility:

Client Support

PA Duties:

• Diary management – Full control and maintenance of diaries, making appointments and arrangements for all meetings with clients and colleagues.
• Email management.
• Organisation of inspections.
• Deal with clients visiting the office in a polite, helpful and confident manner.
• Full and accurate minute taking at Office Meetings.

Office Administration:

• Typing of all correspondence: emails, reports, letters, minutes, schedules, forms, tender documents etc.
• Prepare reports, agendas and papers for meetings.
• Support team members with MS Word, PowerPoint and Excel based tasks.
• Pitching documents – assist in drafting and collating pitching material.
• Ensuring all paper and electronic filing is carried out on a regular basis to maintain an up to date filing system.
• Coordinating all incoming and outgoing mail.
• Office meetings – weekly & monthly agendas.
• Corporate travel arrangements & booking, including corresponding Visas.
• Maintain/update database contacts register and excel master file.
• Prepare exact target e-marketing emails.
• Ensure all documents have a file path for reference.
• Arrange and execute special post/courier services.
• Handle computer/database (KF Database, Contacts Register / ICON and RPS).
• Maintain correct contact information on People Search for the department.
• Ensure reports are in line with KF formatting standards

Professional Standards

Financial

• Monitor team travel expenditure, monthly.
• Responsible for ensuring files adhere to audit regulations.

Entertainment /Events

·      Organise business generation events/functions.

Systems & IT competence

Word (Advanced), mail merge proficient, excel, power point, outlook.

Skills

Experience: Minimum 3 years+ experience in a similar secretarial role

Professional Experience and Personal Skills Profile

Particular Aptitudes/Skills Required

• Mature candidate with an ability to maintain confidentiality
• Ability to command authority
• Flexibility, adaptability and a co-operative attitude
• Calm under pressure
• Good English grammar and spelling
• Dedicated and loyal
• Diligent and efficient
• Well presented
• Clear speaking voice / excellent telephone manner
• Hardworking
• Attentive to detail
• Able to take initiative and be pro-active.
• Self-motivated