Executive Secretary

Date: Mar 20, 2019

Location: Saudi Arabia

Company: King Abdullah University of Science & Technology

Administrative & Secretarial

  • Supports the Center Director for all secretarial and administrative requirements including diary, travel, reimbursements, hosting visitors, special projects.
  • Supports the staff and students reporting to the Director including Center technical staff for non-routine administrative requirements such as training in systems, urgent or difficult requests.
  • Is generally the first point-of-contact for people seeking to engage with WDRC Center. Includes answering telephone and email enquires in a professional and helpful manner and meeting and greeting clients and visitors.
  • Maintains HR required records for attendance of staff and prepares monthly TMA Report.
  • Inducts new Center members and orders new IT equipment.
  • Maintains IT Register of Center assets and periodic reconciles with IT Department Register.
  • Prepares agenda and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings, as required by Director.
  • Shows initiative and anticipates problems and helps improve Center administration.
  • Reviews and maintains files of reports, letters and other documents of the Director’s Office to ensure accessibility, accuracy, completeness and conformance to KAUST requirements.
  • Supervises any administrative PTSA employees including prioritizing daily duties.

 

Communications
Communications, written and digital form a vital part of the Center’s outreach and professional image.

  • Updating of Center brochures with attractive and relevant text and photographs.
  • Updating and maintenance of Center public PowerPoint presentations.
  • Updating and maintenance of Center website in coordination with relevant VPR Office staff.
  • Publishing fresh and interesting material on our Center Facebook and Newsletter.

 

Other Responsibilities

Supports other faculty in the Center as needs