Senior Administrative Services Specialist

About the Role

King Abdullah bin Abdulaziz University Hospital is seeking a Senior Administrative Services Specialist to join its team in Riyadh. This full-time role is responsible for providing and coordinating a comprehensive range of administrative and secretarial services within the CEO's office, ensuring efficient and effective support for the Executive Division.

Role Purpose

The primary purpose of this position is to manage various office-related tasks, including clerical processing, data tracking, and monitoring supplies and equipment. The specialist will contribute significantly to the smooth operation of the CEO's office by handling critical administrative functions and maintaining confidentiality.

Key Responsibilities

• Provide comprehensive administrative and secretarial services to the CEO's office.
• Maintain strict confidentiality of all sensitive information.
• Review and prioritize incoming communications for the assigned department.
• Manage effective oral and written communication to and from the CEO's office.
• Draft letters and reports on behalf of the CEO to a high standard of English.
• Take dictation and/or transcription, and type and distribute correspondence and reports.
• Manage and coordinate the filing system and set up office administration systems.
• Coordinate all communication, documentation, venue bookings, and refreshments for meetings and committees.
• Attend meetings, take minutes, and follow up on actions as required.
• Organize office supplies, arrange repairs for office equipment, and troubleshoot malfunctions.
• Assist in providing support and guidance to staff within the CEO's office on computer systems, including reviewing, proof-reading, and formatting computerized documentation.
• Develop and maintain computerized office systems, such as Microsoft Access databases, to efficiently manage paper flow.
• Train new staff in primary duties and responsibilities, and cross-train current staff in new or existing duties.
• Respect patients and their families to promote a patient-centered care culture.
• Participate in and support quality improvement and patient safety activities.
• Perform other assigned duties as needed.

Qualifications and Experience

• A minimum of 6-10 years of relevant experience in administrative or secretarial services, preferably within an executive office setting.
• Demonstrated ability to draft professional correspondence and reports in English.
• Proficiency in managing office administration systems and computerized documentation.
• Experience with database management, such as Microsoft Access, is highly desirable.

Required Skills

• Excellent oral and written communication skills.
• Strong organizational and time management abilities.
• High level of discretion and ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite and other relevant office software.
• Problem-solving skills for office equipment malfunctions.
• Ability to train and guide staff effectively.

Work Type

This is a full-time position based in Riyadh.