Executive Secretary

Job description / Role

Executive Secretary
KAUST (King Abdullah University of Science and Technology)

Job Type: Non-Academic

Job Location: Saudi Arabia

Performs a wide variety of administrative, secretarial and clerical duties for Vice President. Coordinates and participates in office support functions in support of the VP Office's goals and objectives.

Major Responsibilities

Secretarial

Maintains a calendar of activities, meetings and various events for senior management; coordinate activities with other departments,

Assists in a variety of department operations; perform special projects and assignments as requested.

Maintains records for attendance, permits and other related records; prepare statistical reports where required.

Prepares agenda and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings

Anticipates and responds on an immediate basis to a wide variety of both department and institutes issues and ensures timely response to issues of an urgent and critical nature

Reviews reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures

Answer telephones and handle in appropriate manner.

Meets and greets staff and visitors.

Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, etc

Administrative

Participates in the duties relating to the administration of a department; assist in preparing comprehensive reports, minutes of meetings and agendas for meetings; compile annual budget requests

Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents, and forwards materials to the concerned staff

Acts as liaison between the management and staff, by transmitting memos, instructions and assignments and following up on their status

Performs administrative duties, recommends improvements in work flow, procedures and use of equipment and forms

Recommends actions to be taken on office expenditures such as equipment and supply needs

Conducts searches to find needed information, using such sources as the Internet .

Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment.

Technical Skills

Understands and uses appropriate methods, tools and applications.

Demonstrates a rational and organized approach to work.

Able to make purchase order using KAUST procurement system.

Identifies and negotiates own development opportunities.

Has a sufficient communication skill for effective dialogue with colleagues.

Is able to work in a team.

Is able to plan, schedule and monitor own work within short time horizons.

Absorbs technical information when it is presented systematically and applies it effectively.

Non-Technical Skills or Attributes

Autonomy :Uses minor discretion in resolving problems or enquiries.

Works without frequent reference to others.

Complexity

Performs a range of varied work activities in a variety of structured environments.

Requirements

Required Education:

High School or 2 years diploma and ideally a university degree in Business Administration.

Required Experience:

At least 10 years’ recent and relevant office management experience – secretarial duties (with references)

Preferred:

Bachelors Degree in a related field with 5 years of senior level executive secretarial or executive administrative assistant experience — that is in a vice president’s, senior manager, or director level office.

Additional requirement :

Strong administrative knowledge.
Able to type at 55 words per minute or above.

About the Company

Established in 2009, King Abdullah University of Science and Technology (KAUST) is a graduate-level research university located on the shores of the Red Sea in Saudi Arabia. KAUST is dedicated to advancing science and technology through interdisciplinary research, education and innovation. Curiosity-driven and goal-oriented research is conducted by students, faculty, scientists and engineers to address the world’s pressing scientific and technological challenges related to food, water, energy and the environment.

The University currently educates and trains over 900 master’s and doctoral students supported by an academic community of 150 faculty members, 400 postdocs and 300 research scientists. With 100 nationalities working and living at KAUST, the University brings together people and ideas from all over the world.