Secretary

A secretary with at least two years of experience is required to work in a prestigious company, possessing high organizational skills and proficiency in both Arabic and English. The candidate must be able to work under pressure and efficiently handle multiple tasks. Main responsibilities: • Organizing and managing the executive director's schedule • Preparing and coordinating meetings and writing session minutes • Handling incoming and outgoing correspondence and organizing files • Answering phone calls and dealing with visitors • Preparing reports and official correspondence • Coordinating trips and travel reservations for managers • Following up on various administrative transactions and ensuring their completion on time.

Join Dr. Sulaiman AlHabib Medical Centers as a Secretary!

We are seeking a proactive Secretary to provide essential secretarial, clerical, and administrative support to ensure our department operates efficiently and effectively. This role is crucial in facilitating daily operations and enhancing our patient experience.

Key Responsibilities:

• Perform secretarial duties for the Department.
• Assist Head of Department with special projects as assigned.
• Maintain meeting calendar, arrange meetings, and schedule visitors.
• Answer all telephone calls; refer to appropriate staff as needed.
• Make travel arrangements.
• Receive and assist visitors with professionalism.
• Coordinate with Departmental Secretaries regarding inter-departmental notifications.
• Follow up on various department tasks and keep track of their progress.
• Assist department staff in applying for leaves/holidays and submitting monthly timesheets to HR.
• Prepare requests for screen access, email, and internet, and manage necessary system enhancements for staff.
• Manage and request office supplies and follow up on approval and purchase order processes.
• Responsible for the incoming and outgoing of documents, keeping files secure for future reference.
• Send office job orders and follow up until completion.
• Participate in person-centered care initiatives undertaken by HMG.
• Enrich patient experience with compassion, respect, and dignity.
• Perform other applicable tasks as assigned within the realm of knowledge, skill, and abilities.

Requirements:

• Educational: College graduate or Diploma in Business Administration, Secretarial Management.
• Experience: Four (4) years of experience in a similar role; hospital experience preferred.

About the Role:
We are seeking a detail-oriented and highly organized Committee Secretary to coordinate all administrative and technical aspects related to official committees and meetings. The ideal candidate will have strong experience in government administrative coordination and excellent communication and documentation skills.

Key Responsibilities:

• Coordinate all administrative and operational tasks related to official committees and meetings.
• Prepare and schedule committee agendas in coordination with relevant departments.
• Communicate with internal and external committee members to ensure attendance and availability of required documents.
• Prepare professional presentations for committee meetings.
• Accurately record meeting minutes, decisions, and recommendations in a professional format.
• Follow up on action items and recommendations from meetings, ensuring updates are tracked and aligned with established timelines.
• Archive meeting minutes, documents, and decisions securely and systematically in accordance with approved policies.
• Coordinate with relevant stakeholders to ensure smooth and professional committee operations.
• Prepare regular reports on the status of completed, pending, or delayed recommendations.

Qualifications and Skills:

• Proven experience in administrative coordination or committee secretariat roles, preferably in the government sector.
• Strong organizational, follow-up, and communication skills across various organizational levels.
• Proficiency in preparing professional minutes and presentation materials.
• Ability to develop and improve governance procedures and workflows.
• Excellent command of Microsoft Office (especially Word, Excel, PowerPoint, and Outlook).
• Strong time management skills and the ability to handle multiple tasks under pressure and tight deadlines.