Business Unit:
Finance
Function: Finance & Economics
Department: Finance Department
Country: Saudi Arabia
Location: Jeddah, Saudi Arabia
Closing Date: 31-Oct-2012
"Excutive (Administrative) Assistant" to the Vice President (Finance):
KEY ACTIVITIES
- Plan, manage, and implement the Vice President Office activities in an efficient manner to maximize the Administrative support to the Vice President.
- Act as a focal point of contact for the Office of the Vice President and answer all calls or enquiries via phone or email about the daily engagements of the Vice President, status of any matters/issues brought to the attention of the Vice President by the Departments/entities for his review, guidance or approval.
- Take notes of queries to be brought to the attention of the Vice President or to the Department/entity concerned with a briefing for actions to be taken.
- Remain alert and exercise extreme caution to display appropriate business conduct and decorum in conducting daily business which upholds the dignity and discipline of the office.
- Schedule engagements of the Vice President and inform and remind him sufficiently in advance of the scheduled engagement.
- Take dictations, preparing minutes, follow-up, etc.
- Undertake the responsibility for timely provision of agenda and briefing materials as well as information on schedule for meetings (MCM, Board, various Task Force/Committee, etc), interviews or any other engagements the Vice President is required to participate in through necessary coordination with concerned Departments, Committees, etc.
- Coordinate with Departments/entities and Secretaries to the Management to finalize date, time and venue for meetings or other events for the Vice President, schedule such events, prepare necessary agenda and briefing materials and distribute among participants.
- Independently drafting Memos, letter for the Vice President.
- Prepare correspondence, reports and other documents on his own, from brief inputs/outlines provided/dictated by the Vice President, proof-read and ensure expected quality and standard of format and languages of the final drafts.
- Prepare, organize, and complete mission files for the Vice President.
- Arrange for timely distribution of such documents and maintains (paper) records thereof, if necessary for record and reference.
- Assist in archives in indexing/archiving/mailing, etc.
- Ensures timely attention and review of all urgent and confidential documents by the Vice President as well as timely delivery of urgent documents cleared by the Vice President to the intended recipients.
- Filter all incoming mail in the absence of the Technical Assistant and present it for review and action by the Vice President.
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KEY ACTIVITIES:
- Liaise and coordinate with Department/entities under the Vice Presidency to communicate and ensure compliance with Vice President’s instructions as well as to follow up on assignments/tasks from the Vice President so that the Vice President can be updated on status in a timely manner.
- Collect data/information from time to time from the Departments/entities as required by the Vice President.
- Undertake arrangements for the Vice President’s travel, hotel accommodation, visa, required cash advance or per diem, leave, requests for educational and medical expenses to be reimbursed and any other support he may stand in need of from time to time.
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Experience:
- 3-5 YEAR'S EXPERIENCE AS EXECUTIVE ASSISTANT WITH
- ADEQUATE KNOWLEDGE OF OFFICE MANAGEMENT
- KNOWLEDGE OF ADMINISTRATIVE PROCEDURE
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Qualifications:
- A BACHELOR DEGREE IN BUSINESS ADMINISTRATION OR ANY RELEVANT FIELD.
- OR A FULLY QUALIFIED ADMINISTRATIVE ASSISTANT (RELEVANT DIPLOMA CERTIFICATION) WITH 7 YEARS EXPERIENCE IN ADMINISTRATIVE FUNCTIONS, OFFICE ADMINISTRATION IN ADDITION TO SUPPORT SERVICES.
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Other Information:
- COMMUNICATION SKILLS (WRITING AND ORAL)
- PROFICIENCE IN ENGLISH. ARABIC/FRENCH IS AN EXTRA ADVANTAGE
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Note: you will be required to attach the following:
1. Resume / CV |
To apply for this position, please click
here 
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