Executive Secretary

Job Description

Executive SecretaryLocation:Saudi Arabia * Maintains a calendar of activities, meetings and various events for senior management; coordinates activities with other departments * Assists in variety of department operations; performs special projects and assignments as requested * Maintains records for attendance, permits and other related records; prepares 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 * Answers telephones and handle in appropriate manner * Meets and greets clients and visitors * Serves as a first point of contact for all visitors and callers to the CIO, including preparation of gate passes, visa requests, badge IDs, accommodation and transportation: greet and assist scheduled and impromptu visitors in the most professional manner * Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, etc. * Makes travel arrangements for the CIO and the teams * Ensures a smooth flow of documents in and out of the department with confidentiality * Manages the flow of information between the different areas in IT as required including maintaining the CIO e-mail address. * Participates in the duties relating to the administration of a department; assist in preparing comprehensive reports, minutes 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 sources as the Internet * Supports other administrative assistants in the department including holiday coverage * Responsible for time management * Assists other personnel as may be required for the purpose if ensuring an efficient and effective work environment * Responsible for the space management activities for staff and contracted resources including workspace allocation and reporting * Oversees the maintenance of the building including placing tickets for the reported issues, coordinating any planning and engineering works with the building manager and executing teams * 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 skills for effective dialogue with colleagues * Is able to work in a team * Is able to plan, schedule and monitor own work within short horizons * Absorbs technical information when it is presented systematically and applies it effectively

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