Senior Office Manager

About the Role

Abdul Latif Jameel is seeking a Senior Office Manager to join their team in Makkah, with operations spanning Jeddah and Makkah. This full-time role requires an experienced professional to manage and coordinate the daily administrative functions for a Director, ensuring smooth operations and efficient information flow within the department.

Key Responsibilities

• Manage and delegate queries addressed to the Director to appropriate subordinates, ensuring timely follow-through.
• Identify and obtain necessary materials for meetings from various sources, and compile data for reports and statistics based on verbal instructions.
• Execute routine departmental functions, making daily decisions to support team activities and maintain workflow efficiency.
• Handle all confidential typing for the Director, other Managers, and subordinates, strictly maintaining confidentiality.
• Control and secure sensitive or highly confidential files, data, letters, and reports, restricting access to authorized personnel only.
• Receive and record sensitive files, confidential letters, and reports from Senior Management, peers, and external sources.
• Compose replies to routine inquiries and draft responses to non-routine ones, following instructions from the immediate superior.
• Coordinate the Director's day-to-day activities, including managing daily schedules, meeting reminders, and other appointments.
• Arrange meetings, visits, and make comprehensive travel, hotel, ticket, and transport arrangements.
• Sort and prioritize all correspondence and reports, assess urgency for replies, forward items requiring immediate personal attention, refer others to relevant subordinates, and follow up to ensure prompt responses.
• Format, generate, and prepare reports for the Managing Director.
• Exercise initiative and independent action by conducting inquiries, preparing routine correspondence, and responding to inquiries.
• Follow up on transactions with other related divisions and departments within the company.
• Establish and maintain effective paper-based and electronic filing and retrieval systems.

Candidate Requirements

• A minimum of 3 years of relevant experience in office management or executive support.
• Demonstrated ability to handle confidential information with discretion.
• Strong organizational and time management skills.
• Proficiency in managing schedules, coordinating meetings, and making travel arrangements.
• Excellent written and verbal communication skills for drafting correspondence and reports.
• Ability to work independently and exercise initiative in daily tasks.

Work Environment

This is a full-time position based in the Makkah region, supporting the administrative needs of a dynamic department within Abdul Latif Jameel. The role involves interaction with various levels of management and external stakeholders.