Secretary

Date: Feb 21, 2019

Location: Saudi Arabia

Company: King Abdullah University of Science & Technology

Position Summary:

To provide secretarial support to the Director of the Office of Partnerships.

 

Major Responsibilities:

  • Maintain the Director’s calendar
  • Arrange meetings, book meeting rooms and catering, as required
  • Manage and arrange travel including flights, hotels, transport
  • Create and maintain filing systems and records
  • Order and maintain office supplies and submit procurement requests on SAP, as necessary
  • Handle routine and confidential correspondence with discretion
  • Prepare routine correspondence and route completed correspondence for signatures
  • Answer and screen telephone calls and respond/forward messages, as appropriate, to ensure timely resolution as well as answer routine enquiries
  • Serve as first point of contact for all visitors and callers to the office, greet and assist scheduled and impromptu visitors
  • Submit expense claims on behalf of the Director, and other division managers when requested
  • Monitor / Coordinate / follow-up to get outstanding issues resolved
  • Extend administrative supports to divisional managers, when requested by the Director
  • Take meeting minutes when requested and submit to Director for review and approval
  • Assist the Logistics Support Associate in arranging visa and travel for visitors, including flights, accommodation, transport, ID passes and meals when requested by the Director
  • Perform other clerical/secretarial or miscellaneous matters as assigned

 

Competencies:

  • Excellent verbal and written communication skills in English
  • Excellent organizational skills, the ability to work independently, and the capacity to prioritize and complete tasks in a timely manner
  • Ability to exercise discretion when handling confidential material
  • Strong work habits, work ethics and ability to adhere to University work hours, policies and standard business etiquette
  • Ability to work with diverse populations and foster a co-operative work environment

 

Qualifications:

  • Minimum High School/Associate degree is preferable or equivalent from two-year business or trade school preferred
  • A minimum of 7 years’ proven administrative and support experience with major company or university