Administrative Assistant

Job description / Role

Job Purpose: To provide secretarial and administrative support to the Organization Head and maintain relevant records and documents.

Scope: Perform all secretarial and administrative duties related to the Organization Head’s office, including, but not limited to, registering and distributing incoming and outgoing mail, drafting and typing correspondences, filing documents and correspondences, receiving and making telephone calls, arranging meetings and preparing the Organization Head’s Agenda.

Duties and Responsibilities:
- Draft letter, reports and official correspondences; and ensure the same is filed appropriately and perform other administrative tasks to ensure the administrative functions of the respective Organization run smoothly and efficiently.
- Prepare and forward memoranda to concerned personnel in various SATORP’s Organizations and act as focal point of contact should they require assistance, information or documentation.
- Schedule business appointments for and on behalf of the Organization Head, arrange business meetings and coordinate and remind the Organization Head with the appointment location, date and timing.
- Coordinate the administration for arranging bookings and travel tickets for the Organization Head.
- Record minutes of internal meetings conducted by the Organization Head and circulate the same to all concerned personnel in the Organization, if needed.
- Answer phone calls on behalf of the Organization Head, provide information, take and relay messages, direct calls to appropriate personnel in the respective Organization, if needed, place outgoing calls on behalf of the Organization Head as necessary.
- Greet and receive visitors of the Organization Head, inform the Organization Head to ensure that required attention and hospitality are provided to the visitors.
- Ensure the Organization Head’s incoming and outgoing mails are handled promptly and efficiently.
- Provide and handle general office support and duties, such as typing, editing, filing, faxing, photocopying, printing scanning, transcribing and emailing.
- Promote a professional image of the Organization Head’s office at all times.
- Perform other duties as assigned by the Organization Head.

The general secretarial and administrative duties of the Organization Head’s office are handled promptly, systematically and effectively.

Requirements

- Two (2) years Diploma in Secretary, Business Administration or equivalent.
- Two (2) years of experience office secretary and management.

About the Company

SATORP, in its promising future, is one of the most complex refineries in the world, with a processing capacity of 400,000 barrels per day of Arabian Heavy Crude to produce petroleum products and petrochemicals with commitment to the highest international standards of health, safety and environment; and at the same time having continuous development and leadership in the region. This world-class refinery that came to being out of the expertise of the two oil giants, Saudi Aramco and Total, is located at Jubail Industrial City in the east of Saudi Arabia.