We are seeking a highly organized and detail-oriented Secretary to join our team in the heavy industry and metallurgy sector in the Eastern Province of Saudi Arabia. The ideal candidate will play a crucial role in supporting the smooth operation of our office by managing administrative tasks, facilitating communication, and ensuring efficient workflow. This position requires excellent multitasking abilities, strong communication skills, and proficiency in various office software. As a Secretary, you will be the first point of contact for our clients and partners, making your role essential in maintaining our professional image and fostering positive relationships.

Responsibilities:

1. Manage and organize schedules, appointments, and meetings for executives and team members.
2. Prepare and maintain documents, reports, and presentations, ensuring accuracy and attention to detail.
3. Coordinate communication between departments, clients, and external partners to facilitate smooth operations.
4. Assist in the preparation of project proposals and contracts, ensuring compliance with company standards.
5. Maintain office supplies inventory and order necessary materials to ensure operational efficiency.
6. Handle incoming and outgoing correspondence, including emails, phone calls, and postal mail.
7. Support the HR department with onboarding processes and employee documentation.
8. Implement and maintain filing systems for easy retrieval of documents and records.
9. Assist in organizing company events, meetings, and training sessions.
10. Provide general administrative support to senior management as needed.

Preferred Candidate:

1. Proven experience as a Secretary or in a similar administrative role within the heavy industry or metallurgy sector.
2. Strong proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and email management systems.
3. Excellent verbal and written communication skills in both English and Arabic.
4. Ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment.
5. Strong attention to detail and problem-solving skills.
6. Professional demeanor with a customer-oriented attitude.
7. Ability to work independently as well as collaboratively within a team.
8. Familiarity with office management procedures and basic accounting principles.
9. Discretion and confidentiality in handling sensitive information.
10. A proactive approach to identifying and resolving administrative issues.

Skills

• Organizational Skills: The ability to manage multiple tasks efficiently, prioritize responsibilities, and maintain a structured workflow is crucial for a Secretary to ensure the smooth operation of the office.
• Communication Skills: Strong verbal and written communication skills are essential for effective interaction with colleagues, clients, and partners, facilitating clear and professional exchanges.
• Technical Proficiency: Familiarity with office software such as Microsoft Office Suite and various communication tools is important for document preparation, data management, and correspondence.
• Attention to Detail: A keen eye for detail is necessary for preparing accurate documents, reports, and presentations, as well as managing schedules and correspondence.
• Time Management: The ability to prioritize tasks and manage time effectively is vital in a fast-paced environment where deadlines must be met consistently.