Job Summary

The Executive Secretary is responsible to perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the External Relation’s officer. Also is responsible for arranges travel and accommodations for Vice President of External Relations. managing the schedules, coordinating meetings, handling confidential information, and ensure the smooth operation of the executive's office. In addition to ensure that the office operates efficiently and smoothly by including greeting visitors, managing office supplies, overseeing other administrative staff, owning budgets, and supporting the team with any other administrative task.

Primary Duties & Responsibilities

• Assists the Vice President of External Relations in gathering, collating, and analysing data relative to strategic planning of marketing, and recruitment planning for Alfaisal’s Alumina.
• Overseas and supports all administrative of the ER’s department and ensures that department is operating smoothly.
• Communicates via phone and email, ensuring that all administrative assistant duties are completed accurately and delivered with high quality and in a timely promptly.
• Greets visitors and direct them to the VP of External Relations or other concerned departments.
• Compiles and prepares various documents and handles confidential matters in accordance with the department’s policies and procedures.
• Reviews, checks, and proof-reads the documents, and correspondence for the VP of External’s signature.
• Organizes the logistic arrangements such as travel by booking accommodation and reservation needs as required.
• Handles invoices and ensures uploading them to the system to complete electronic requests.
• Prepares and manages reports, manuals, correspondence, and other documents using a database or other systems.
• Manages accounts and performs bookkeeping accurately.
• Performs and participates in special projects assigned by the VP of ER such as Career Expo, Career Mapping workshop, Assigned as student management supervisor, etc..
• Schedules, coordinates, and records and prepares the minutes of the External Relations department’s meetings.
• Establishes, implements, and maintains a filing system for all correspondence, departmental operating procedures, and other administrative records.
• Travels on behalf of VP External Relations.
• Represents the university on national and international events, committees, and other related functions.
• Creates and maintains paper and electronic filling and office records accurately.
• Performs all duties in a professional, effective, and confidential manner.
• Performs all other related duties as required or assigned by the Vice President of External Relations.

Education & Experience

• Bachelor’s degree in Managerial Studies, Office Management, Business Administration, Human Resource, Public Relations or equivalent from an accredited institute.
• Minimum of two (2) years experience as secretary, administrative assistant, or any other related field.

Please upload CV in ENGLISH ONLY