Job Details
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Job Description
Job Summary:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
Tasks & Responsibilities:
- Manage and maintain executives' schedules.
- Make travel arrangements for executives.
- Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
- Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Prepare responses to correspondence containing routine inquiries.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- Greet visitors and determine whether they should be given access to specific individuals.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
Work Activities:
- Communicating with Supervisors, Peers, or Subordinates.
- Establishing and Maintaining Interpersonal Relationships.
- Getting Information.
- Organizing, Planning, and Prioritizing Work.
- Communicating with Persons Outside Organization.
- Performing Administrative Activities.
- Scheduling Work and Activities.
- Updating and Using Relevant Knowledge.
Job Requirements
- Languages: Excellent command in Arabic and English (German is a plus).
- Gender: Any.
- Experience: 6-10 years specially in admin work.
- Education: B.Sc. or MBA of relevant background (Mass communication; Languages; Business Administration; Arts or other relevant education).
- Event coordination and management; good experience in social media; content writing for media is a plus.
Knowledge:
- Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
- Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
- Communications and Media — Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
- Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Skills:
- Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules.
- Speech Recognition — The ability to identify and understand the speech of another person.
- Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
