Secretary📣 Job Ad

About NHC Innovation

NHC Innovation is seeking a dedicated Secretary to join its team in Riyadh, Saudi Arabia. This full-time position offers an opportunity to provide critical administrative support within a dynamic organizational environment.

The Role of Secretary

The Secretary plays a pivotal role in ensuring the smooth and efficient operation of the Chief's office. This involves managing schedules, handling correspondence, coordinating meetings, and overseeing documentation and various administrative activities. The objective is to provide timely communication and effective support for executive priorities across NCHI.

Key Responsibilities

• Manage the Chief’s calendar, coordinating appointments, meetings, and engagements to ensure effective scheduling and timely organization of priorities.
• Coordinate internal and external meetings, including arranging logistics, confirming attendees, and preparing required materials.
• Handle incoming correspondence, requests, and communications directed to the Chief by reviewing, organizing, and routing information to relevant stakeholders.
• Prepare, format, and maintain letters, memos, reports, presentations, and administrative documents in accordance with organizational standards.
• Record meeting minutes, decisions, and action items, and maintain follow-up trackers to support timely completion of assigned activities.
• Maintain organized records, files, and confidential documents related to the Chief’s office to ensure accuracy, accessibility, and proper document control.
• Coordinate administrative arrangements, including travel schedules, appointments, and logistical requirements when required.
• Support the preparation of meeting agendas, briefing materials, and supporting documents to facilitate effective discussions and decision-making.
• Monitor pending requests, correspondence, and administrative activities to ensure timely follow-up and closure.
• Coordinate communication between the Chief’s office and internal or external stakeholders to ensure smooth information flow.
• Maintain confidentiality and ensure proper handling of sensitive information, documents, and communications.
• Prepare periodic administrative reports, trackers, and updates related to office activities and outstanding actions.
• Support the organization of official events, workshops, and meetings by coordinating administrative and logistical requirements.
• Maintain administrative templates, filing systems, and documentation practices to enhance consistency and operational efficiency.
• Identify opportunities to improve secretarial processes, coordination practices, and administrative support activities to enhance the effectiveness of the Chief’s office.

Required Experience

• A minimum of 2 to 5 years of experience in a secretarial or administrative support role.

Essential Skills and Attributes

• Demonstrated strong organizational and time management skills.
• Proficiency in managing executive calendars and coordinating complex schedules.
• Excellent written and verbal communication abilities for handling correspondence and stakeholder coordination.
• Meticulous attention to detail in document preparation, record keeping, and minute taking.
• Proven ability to maintain strict confidentiality and handle sensitive information discreetly.
• Proactive approach to administrative support and process enhancement.

Work Setting

This full-time position is based at NHC Innovation's offices in Riyadh, Saudi Arabia. The role requires a dedicated presence to support the Chief's office effectively.