Temporary Secretary (Bilingual)

Job description / Role

We are currently seeking a qualified and experienced bi-lingual Secretary on a fixed term contract from April 2015 to August 2015 to support senior executive level management by providing a complete and confidential service including office management, time management, administrative duties and first point of contact for members of the Senior Executive Team.

The person will show a large degree of initiative and discretion in carrying out the role.

Requirements

Responsibilities:
- Provides a professional secretarial service for a senior executive, routing callers and correspondence as necessary and taking initiative in drafting and finalizing replies where appropriate to ensure that all matters are dealt with efficiently and appropriately;
- Monitors a time management/diary for the senior executive to ensure effective use of time and attendance at all meetings at the appointed times;
- Co-ordinates and facilitates the reception and logistical arrangements for visiting VIPs and dignitaries, ensuring observance of protocol and sensitivity to cultural aspects;
- Makes arrangements for meetings, including booking venue, ensuring all participants are aware of timing, adequate supplies of stationery are available and may attend meeting as minutes secretary;
- Maintains records/files, replenishes stationery and arranges servicing of office equipment to ensure the senior executive can function effectively and with minimum disruption;
- Makes travel arrangements in a time-effective way, including arranging complex itineraries/venues, ensuring most effective use of the senior executives time;
- Interfaces effectively with concerned Admin Section to arrange local and international trips;
- Records, monitors and reports on staff leave and absences in coordination with HR Department;
- Observes and applies strict levels of confidentiality and discretion in all matters related to work performance and in providing services for the administration of personal affairs.
- Follows-up outstanding responses to requests from the senior executive to departmental staff, ensuring deadlines are adhered to
- Ability to communicate effectively, both verbal and written at all levels of the business;
- Create, transcribe and distribute meeting agendas and minutes;
- Performs any other related duties as required.

About the Company

Abdul Latif Jameel is a diversified business comprised of independent entities that include automotive distribution, auto parts manufacturing, financial services, renewable energy, environmental services, land and real estate development, logistics, electronics retailing and media services.

Abdul Latif Jameel has an active investments arm and positions itself as a preferred business partner primarily for inward investment into the Middle East, North Africa and Turkey (MENAT) region.

Established in 1945 Abdul Latif Jameel has dual headquarters in Jeddah, Saudi Arabia and Dubai, UAE, and currently has operations in 30 countries employing approximately 16,000 people from more than 40 nationalities.