The role entails efficiently coordinating and organizing all office related activities to ensure smooth conduction of daily business operations. It is focused on providing essential administrative/ secretarial support to enhance the workflow, processes and efficiency along with diligent interaction with the stakeholders as and when needed.
Office Administration and Secretarial Services:
Organize and coordinate the day-to-day schedule of the office including appointments, meetings, conference/video calls and travel arrangements.
Coordinate with the concerned functions to plan the business missions inside and outside the headquarters.
Draft/Prepare emails, reports, memos and other business correspondence as requested.
Coordinate the timely preparation and submission of meeting agenda, briefing materials and presentations as needed.
Secure appropriate signatures and track documents through the approval process.
Serve as the custodian for all documentation being managed within the Office and maintain an archive for easy reference and subsequent use.
Coordinate the logistics relating to the events to be attended with support from the concerned functions.
Liaise with the concerned stakeholders to collect/gather the requested inputs.
Manage and coordinate the reception of guests/visitors including arrival / departure scheduling considering established protocols and procedures.
Provide general administrative support, including taking phone calls, handling inquiries and managing the office calendar.
Department Correspondence, Mail and Meeting arrangements:
Manage the agenda of all meetings and appointments with staff internally as well as with outside visitors in a timely and efficient manner.
Ensure timely booking of the meeting rooms and communication with the attendees.
Attend meetings as designated take minutes of the meeting for follow up and issue tracking.
Maintain an updated directory of internal and external telephone/contact numbers, emails and other contact details as required.
Coordinate domestic and international travel, including flight, hotel, and car rental reservations to ensure all arrangements are made on time for smooth travel.
Manage all mails, documents and correspondences to ensure efficient and timely communication and follow up.
At least 3 year(s) of experience in Executive/Secretarial/Office Management role preferably in similar institutions. Additional years of experience will be considered a plus.
Bachelor’s degree in Business Administration or similar discipline is a must.
Working proficiency with Microsoft Office and related applications.
Good communication and coordination skills.
Core Behavioral:
Innovation and Initiative
Change Management
Developing People Capability
Partnership Management
Strategic Thinking
Self-Effectiveness
Technical Competencies:
Office Management
Secretariat
Records & Document Management.
Coordination & follow up
Organizational Skills
Capable of communicating in Arabic and English, whereas French is preferred.