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Job Description
Job Objective
Perform a wide variety of administrative duties of a highly confidential and sensitive nature. Provide assistance including arranging meetings, taking minutes of meetings, booking travel arrangements, managing communications and others.
Environment
Internal: All internal departments and functions
External: Visitors, Clients, Suppliers and Stakeholders
Key responsibility
- Attend Board and Committee meetings as required or requested.
- Record written minutes of the meetings and prepare them for follow up on required actions to be executed by assigned/concerned personnel.
- Track and consider issues arising from discussions that should be raised with the full Board or another Committee. This includes close follow-up on time-sensitive issues.
- Maintain up-to-date paper and electronic records including Board packs, approved Board and Committee minutes, Board resolutions, new Board and Committee Member documents, and annual Board of Directors changes.
- Provide administrative support including, but not limited to, disseminating information to Board Directors, maintaining Board records, overseeing the resolution process, and developing the draft annual Board and Committee calendars.
- Work with legal counsel in preparation of required documents in connection with Board and Committee meetings.
- Maintain a cooperative, effective working relationship with and act as liaison to the Board, employees, and members of the public.
- Research, extract, coordinate, and summarize information (confidential and nonconfidential) on behalf of the Board of Directors. Compose and prepare business letters, memos, and reports.
- Responsible for legal proceedings such as elections, annexations, assessment districts, and public hearings.
- Make room arrangements for meetings and travel arrangements for the CEO and Board.
- Attend meetings outside of established working hours when necessary.
- Maintain confidential records and a proper electronic and paper filing system to ensure accurate office administration and record keeping.
- Maintain a proper and organized calendar, internal and external correspondence for the CEO to support optimum utilization of time and attention to priority.
- Ensure that all policies, procedures, processes, and standard operating procedures are applied correctly and followed thoroughly to ensure a standardized process
- Act as the point of contact and manage communication between the executives and internal or external.
Job Requirements
Academic experience required
- Bachelor’s degree in business management, Administration, or related discipline
Professional Experience Required
- Minimum 7 years of experience on an executive role.
Computing Skills
- Professional use of computer and MS Applications.
Personal Skills
- Excellent secretarial & Multitasking skills
- Excellent Planning and organizing skills
- Self-driven who can work with minimum supervision
- Flexible multitasker and can work under pressure
- Strong Time Management and Interpersonal Skills
Languages
- Excellent written and spoken English and Arabic.