Executive Secretary

📣 إعلان

منذ ساعتين تقريبا

	نوع العقد	دوام كامل
	طبيعة الوظيفة	بالموقع
	الموقع	السعودية

وصف الوظيفة

About the Role

Dr. Sulaiman Al Habib (HMG) is seeking an Executive Secretary to provide comprehensive administrative support to high-level executives and management. This permanent position requires 2-5 years of experience and involves managing various administrative duties to ensure efficient departmental operations.

Role Purpose and Scope

The Executive Secretary is responsible for supporting executives and management by performing a wide range of administrative tasks. This includes scheduling, managing correspondence, handling visitors, routing calls, and responding to inquiries and requests, all while maintaining strict confidentiality in official matters.

Key Responsibilities

Perform secretarial duties for top administrative and management staff, including taking dictations, transcribing correspondence and reports, and proofreading typed material.
Receive and assist visitors and telephone callers, referring them to appropriate individuals.
Maintain calendars, arrange meetings, and book conference rooms.
Coordinate travel arrangements, prepare itineraries, and compile and maintain travel vouchers and records.
Assist the Head of Department (HoD) with special projects as assigned.
Attend meetings as required and prepare minutes of meetings and other relevant documents.
Coordinate with Departmental Secretaries regarding inter-hospital notifications.
Maintain the strictest confidentiality in official matters and prioritize tasks accordingly.
Oversee the cleanliness and arrangement of the HoD’s office.
Gather monthly or fortnightly updates from various departments as instructed by the HoD.
Apply, review, and approve various leaves, vacations, and exit-clearances on behalf of the HoD through online applications.
Request office supplies via online application, following up on HoD approval and with the purchaser.
Manage purchase requests, material requests, periodic checks of office supplies, transfer of goods, and sending empty toners to the property control department.
Handle incoming and outgoing documents, ensuring secure filing and record-keeping systems are maintained for easy information retrieval.
Carry out special projects as allocated.
Participate in person-centered care initiatives undertaken by HMG.
Contribute to a positive patient experience with compassion, respect, and dignity.
Perform other applicable tasks and duties assigned within the scope of knowledge, skills, and abilities.

Experience and Qualifications

A minimum of 4 years of experience in an executive secretarial or administrative support role.
Demonstrated ability to manage multiple administrative duties effectively.
Proficiency in scheduling, correspondence, and office management software.