Executive Secretary (ICD)- Outsourced, Third-Party Contract

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration
  • Deadline:
    25/01/2024

JOB DESCRIPTION

IDB3227 – Executive Secretary (ICD)- Outsourced, Third-Party Contract

Business Unit:ICD – Islamic Corporation for Development
Division:Not Applicable
Department:CEO Executive Office (ICD)
Contract type:Temporary Staff
Country:Saudi Arabia
Location:Saudi Arabia – Jeddah
Closing date:25-Jan-2024

Role Purpose:

 

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.

 

Key Functional Accountabilities and Activities:

 

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.

 

Qualifications/ Professional Experience:

 

  • 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.

 

Competencies:

 

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

 

Language Skills:

 

  • Capable of communicating in Arabic and English, whereas French is preferred.

 

This job has expired.