Executive Secretary

Updated: about 1 month ago
Deadline: The position may have been removed or expired!
Saudi Arabia
Executive Secretary
Non-Academic
Performs a wide variety of administrative, secretarial and clerical duties for a department. Coordinates and participates in office support functions in support of the department's goals and objectives .
Secretarial
  • Supports the Director and other senior faculty in a range of administrative support including travel, reimbursements, diary etc.
  • Assists in a variety of department operations; perform special projects and assignments as requested.
  • Maintains records for attendance, permits and other related records; prepare statistical reports where required.
  • Prepares agenda and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings
  • Anticipates and responds on an immediate basis to a wide variety of both department and institutes issues and ensures timely response to issues of an urgent and critical nature
  • Reviews reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures
  • Answer telephones and handle in appropriate manner.
  • Meets and greets clients and visitors.
  • Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, etc
Division of Physical Sciences & Engineering
Advanced Membranes and Porous Materials RC
Administrative
  • Participates in the duties relating to the administration of a department; assist in preparing comprehensive reports, minutes of meetings and agendas for meetings; compile annual budget requests
  • Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents, and forwards materials to the concerned staff
  • Acts as liaison between the management and staff, by transmitting memos, instructions and assignments and following up on their status
  • Performs administrative duties, recommends improvements in work flow, procedures and use of equipment and forms
  • Recommends actions to be taken on office expenditures such as equipment and supply needs
  • Conducts searches to find needed information, using such sources as the Internet .
Autonomy
  • Uses minor discretion in resolving problems or enquiries.
  • Works without frequent reference to others.
Complexity
  • Performs a range of varied work activities in a variety of structured environments.
Business Skills
  • Understands and uses appropriate methods, tools and applications.
  • Demonstrates a rational and organized approach to work.
  • Able to make purchase order using KAUST procurement system.
  • Identifies and negotiates own development opportunities.
  • Has a sufficient communication skill for effective dialogue with colleagues.
  • Is able to work in a team.
  • Is able to plan, schedule and monitor own work within short time horizons.
  • Absorbs technical information when it is presented systematically and applies it effectively.
Education:
  • Degree or High School or 2 years diploma.
Experience:
  • At least  10 years’ recent and relevant office management experience – secretarial duties (with references)
Preferred:
Bachelor’s Degree in a related field with 5 years of senior level executive secretarial or executive administrative assistant experience — that is in a vice president’s, senior manager, or director level office. 
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