Role Purpose

To oversee the day-to-day operations, various administrative tasks, manage office operations, and act as a gatekeeper, filtering communication and managing information flow to and from the executive office in order to facilitate communication between the executive and other departments, stakeholders, clients, and partners.

Key Accountabilities

Operational Direction

• Manage day-to-day operations of the executive office, including handling communications, scheduling appointments, and organizing meetings as a means of staying up to speed with the workflow.

• Provide administrative support to the executive team, including managing their calendars, making travel arrangements, and preparing meeting materials to smoothly integrate tasks and responsibilities.

• Handle highly confidential and sensitive information with the utmost discretion and maintain confidentiality at all times to protect the reputation of individuals and the organization as trustworthy and reliable.

• Supervise administrative staff within the executive office, assign tasks, and ensure efficient and effective completion of assignments.

• Facilitate effective communication between the executive team and internal/external stakeholders, ensuring timely responses to inquiries and requests.

• Organize and coordinate executive-level events, conferences, and meetings, including logistical arrangements and preparation of necessary materials so that the processes are efficient.

• Maintain and organize electronic and physical files, records, and documents, ensuring easy retrieval and secure storage so that personal and sensitive information should only be shared with those who have a legitimate need to know.

• Assist the executive team in various strategic tasks, such as conducting research, preparing reports, and participating in decision-making processes.

• Address issues or challenges that arise within the executive office promptly and effectively to prevent them from escalating into larger, more complex problems.

• Collaborate with the executive team to develop and implement office policies and procedures, ensuring alignment with organizational goals.

• Represent the executive team and the organization in a professional and courteous manner when interacting with clients, partners, and other stakeholders in order to maintain a positive and professional image both internally and externally.

Key Accountabilities

Policies, Systems, Processes & Procedures

• Follow all relevant secretarial processes, policies, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
• Demonstrate compliance with the organization’s values and ethics at all times to support the establishment of a value-driven culture within the organization.

Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Quality, Health, Safety & Environment (QHSE) Management

• Conduct all activities in a safe and environmentally responsible manner in compliance with internal policies and guidelines.

Reporting

• Assist in the preparation of timely and accurate reports to meet secretarial requirements, policies, and quality standards.

Key Accountabilities

Key Accountabilities

Key Accountabilites

Key Accountabilities

Technical Essential

Education/Certification

• Bachelors in Business Administration, or any other related field.

Experience

• 6-8 years’ related experience in roles within similar positions.

Languages

• English

Skills

• Customer Service, Confidentiality & Data Privacy, Quality Control, Office Supply and Inventory Management, Office Management, Meeting & Event Coordination.

Techical Preferred

Languages

• Arabic

Behavioral Essential

Skills

• Customer Focus, Decision Quality, Cultivates Innovation, Action Oriented, Ensures Accountability, Collaborates, Communicates Effectively, Self-Development, Situational Adaptability.