The Secretary plays a crucial role in ensuring the smooth operation of administrative tasks within the Public Administration sector in Jeddah, Saudi Arabia. This position requires a detail-oriented individual who can manage various office functions, support executives, and facilitate communication within the organization. The Secretary will be responsible for maintaining organized records, scheduling appointments, and assisting in the preparation of reports and documents. A successful candidate will demonstrate strong organizational skills, proficiency in office software, and the ability to work collaboratively in a fast-paced environment.

Responsibilities:

1. Manage and organize office files and documents to ensure easy access and retrieval.
2. Schedule and coordinate meetings, appointments, and travel arrangements for executives.
3. Prepare and edit correspondence, reports, and presentations as needed.
4. Assist in the preparation of meeting agendas and take minutes during meetings.
5. Handle incoming calls and emails, responding to inquiries and directing them to appropriate personnel.
6. Maintain office supplies inventory and place orders as necessary.
7. Support the onboarding process for new employees by preparing necessary documentation.
8. Conduct research and compile data for reports and presentations.
9. Ensure compliance with organizational policies and procedures.
10. Assist in organizing company events and employee activities.

Preferred Candidate:

1. Excellent verbal and written communication skills.
2. Strong organizational and time management abilities.
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
4. Ability to work independently and as part of a team.
5. Attention to detail and problem-solving skills.
6. Experience in a similar administrative role is a plus.
7. Ability to handle confidential information with discretion.
8. Adaptability to changing priorities and tasks.
9. Positive attitude and professional demeanor.
10. Fluency in Arabic and English is preferred.
11. Preferred degree in Project Management

Skills

• Proficient in office management software and tools.
• Strong typing and data entry skills.
• Effective multitasking and prioritization abilities.
• Knowledge of office procedures and best practices.
• Strong interpersonal skills for effective communication.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with scheduling and calendar management.
• Basic understanding of financial and budgeting processes.
• Has a driving License