Manager Correspondence & Records Management

About the Role

Expo 2030 Riyadh is seeking a Manager Correspondence & Records Management to join its team in Riyadh. This full-time role is critical for ensuring the accurate, timely, and secure processing and maintenance of official information within the CEO Office. The Manager will oversee executive correspondence, document control, records retention, and archiving activities to support organizational efficiency and compliance.

Purpose of the Position

The primary purpose of this role is to manage and oversee all aspects of executive correspondence, document control, records retention, and archiving within the CEO Office. This involves ensuring that official information is accurately and timely processed, properly controlled, and securely maintained, in collaboration with relevant stakeholders and in accordance with approved organizational requirements.

Executive Correspondence and Quality Assurance

• Manage the receipt, review, routing, issuance, and tracking of executive correspondence within the CEO Office.
• Ensure incoming and outgoing correspondence is processed accurately and within established timelines.
• Review correspondence for completeness, appropriate routing, and readiness for submission or issuance.
• Monitor outstanding correspondence, required responses, and related actions, escalating delays or unresolved matters.
• Oversee the proofreading and editing of executive correspondence and related documents before submission or issuance.
• Review written materials for linguistic accuracy, clarity, consistency, tone, formatting, and completeness.
• Ensure correspondence complies with approved templates, editorial standards, and communication requirements.

Document Control and Records Management

• Manage document control and records management processes for executive correspondence and official CEO Office records.
• Ensure documents are accurately registered, referenced, classified, indexed, and maintained.
• Maintain appropriate version control, document status, and supporting records throughout the correspondence lifecycle.
• Monitor the accuracy and completeness of document registers and address identified control deficiencies.
• Maintain appropriate access controls for confidential and sensitive documents.
• Oversee the retention and archiving of physical and electronic records in line with approved organizational requirements.
• Ensure finalized records are transferred, preserved, retained, and disposed of in accordance with authorized procedures.

Stakeholder Collaboration and Operational Improvement

• Coordinate with relevant stakeholders to obtain input, clarify requirements, follow up on pending actions, and facilitate the completion of executive correspondence.
• Develop workplans and allocate activities across the Correspondence & Records Management team in line with CEO Office priorities.
• Monitor workloads, processing timelines, service quality, operational risks, and dependencies across correspondence and records management activities.
• Resolve operational issues and recommend process improvements to strengthen accuracy, timeliness, control, and information organization.
• Prepare periodic updates on correspondence status, records management activities, performance issues, and matters requiring management attention.

Qualifications and Experience

• A minimum of 5 to 10 years of experience in correspondence management, document control, or records management.
• Demonstrated ability to manage complex information flows and ensure compliance with organizational standards.
• Strong organizational skills and meticulous attention to detail.
• Excellent communication and stakeholder collaboration abilities.