Executive Assistant Secretarial Operations

About the Role

Acwa China is seeking an Executive Assistant for Secretarial Operations to provide comprehensive administrative and secretarial support to a function Head. This full-time position is based in Riyadh, Riyadh, and requires a professional who can operate confidentially, promptly, and efficiently.

Key Responsibilities

• Manage incoming and outgoing departmental correspondence, including postal and courier services, maintaining appropriate logs.
• Handle documents requiring signatures via Docusign, ensuring correct entities are utilized for each document.
• Coordinate with the PRO/admin department for document attestation and legalization.
• Arrange internal department meetings and, when required, attend to record proceedings.
• Provide coverage and assume responsibilities for other secretaries on leave.
• Register managers for important conferences and seminars.
• Assist visiting team members from other offices and support with document management tasks such as converting, formatting, printing, and scanning.
• Arrange travel logistics efficiently, including visas, booking itineraries, meeting venues, hotels, and car rentals.
• Reschedule and rearrange travel or accommodation as needed due to itinerary changes.
• Coordinate travel arrangements with other secretaries when employees from different departments travel together.
• Verify billing statements for travel and related arrangements, ensuring timely payment of claims.
• Support the procurement process for functional contract agreements by collaborating with the SC team to ensure timely vendor registration and contract signatures.
• Perform timely submissions of Purchase Requisitions (PRs) and Purchase Orders (POs) related to client invoicing, ensuring accurate and timely payments.
• Manage the manager's time and diary to ensure attendance at key meetings and optimize time usage.
• Develop PowerPoint presentations, Excel sheet trackers, and provide other MS Office support as required.
• Monitor the effectiveness of office administrative processes and recommend improvements.
• Manage signatures and Docusign on behalf of the line manager.
• Establish and maintain records and a filing system for all communications, ensuring confidentiality and appropriate security.
• Plan and support functional event management, acting as the point of contact with the events team.
• Schedule and coordinate internal meetings, including booking rooms, arranging venues, coordinating participants, and sending reminders.
• Perform other related ad-hoc duties as directed.

Frameworks and Decision-Making Authority

The Executive Assistant will operate according to specific instructions, established guidelines, and accepted secretarial standards. This role exercises financial authority at the level determined by management for this position.

Qualifications and Experience

• A minimum of 8-10 years of overall experience.
• At least 3-5 years of experience as a high-level executive assistant supporting senior executives.

Work Environment

This is a full-time position based in Riyadh, Riyadh, offering an opportunity to provide critical support within a dynamic corporate environment.