Executive Assistant (Contracting)

Position: Executive Assistant to VP (Contracting)

Location: Dammam, Saudi Arabia

Salary: Negotiable

(Saudi National/Male and Female only)

Job Purpose:

- To manage the office of the VP in terms of secretarial needs and to ensure that the office affairs are managed to the best level possible.The goal is to contribute to the efficiency of the overall VP business by ensuring all assigned administrative duties are carried on; timely and efficiently.

Functional Duties:

1. Maintain VP's agenda and assist in planning appointments, meetings, conferences etc.
2. Receive and screen phone calls and redirect them when appropriate
3. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
4. Make travel arrangements for VP
5. Handle confidential documents ensuring they remain secure
6. Prepare invoices and financial documents and provide assistance in timekeeoing
7. Monitor office supplies and ensure the most cost-effective orders
8. Maintain electronic and paper records ensuring information is organized and easily accessible
9. Prepare presentations or reports as assigned
10. Attend meetings and keep minutes
11. Miscellaneous tasks as directed by VP
12. Follow up on VP signed reports and directing it to VP direct reports

Academic and Professional Qualifications:

1. Degree is essential, and this career is open to graduates from all degree disciplines,preferably
business major.
2. Diploma or a Certificate reflecting proficiency in MS Office and back-office software (e.g. ERP)

Professional Experience:

- At least two years of proven experience as executive secretary ,customer facing experience or similar administrative role
- Proficiency in MS Office and back-office software (e.g. ERP)
- In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
- Familiarity with basic research methods and reporting techniques
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality

Behavioral Competencies:

- Trustworthiness and ethics
- Organizational Skills and time management, Teamwork
- Communication / Information management