Senior Office Manager
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Key skills for this role
About the Role
Abdul Latif Jameel seeks a Senior Office Manager in Jeddah to support the Director by managing correspondence, scheduling, confidential files, and coordinating meetings and travel.
Key Skills for This Role
Responsibilities
- Respond, follow through, delegate queries addressed to the Director to appropriate subordinates
- Identify and obtain required materials for meetings from files and other sources
- Carry out routine functions of the department to ensure smooth flow of work and information
- Type all confidential work for the Director, other Managers and subordinates
- Keep and control sensitive or highly confidential files, data, letters, reports
- Receive and record sensitive files, confidential letters and reports
- Compose or send replies to routine inquiries and/or draft replies to non routine ones
- Coordinate day to day activities of the Director
- Handle and monitor daily schedules, reminders of meetings and other appointments
- Coordinate meetings, visits, make travel, hotel and other arrangements including tickets and transport
- Sort out and prioritize all correspondence and reports, determine urgency
- Format, generate and prepare reports for the Managing Director
Requirements
- At least 3 years of proven experience in a similar position and exposure in a multi national corporate environment
- Bachelor's Degree in Administration or related courses
- Can communicate effectively in English and Arabic with people in all levels
- Can establish priorities and a course of action for handling multiple tasks
- Ability to demonstrate tact and discretion in preparing, disclosing and handling information
Full Job Posting
Job Responsibilities
- Respond, follow through, delegate queries that are addressed to the Director, on his behalf, to appropriate subordinates in the department.
- Identify and obtain required materials for meetings from files and other sources, gather, compile data required for reports, statistics following verbal instructions.
- Carry out routine functions of the department, making the necessary day to day decisions to support the activities of others and to ensure the smooth flow of work and information.
- Types all confidential work for the Director, other Managers and subordinates in the department, assuring confidentiality is maintained.
- Keeping and controlling sensitive or highly confidential files, data, letters, reports, to ensure that information is restricted only to authorize person.
- Receives and records sensitive files, confidential letters and reports from Senior Management, peers and outside sources.
- Compose or send replies to routine inquiries and/or draft replies to non routine ones following instructions from immediate superior.
- Coordinates day to day activities of the Director.
- Handles and monitors daily schedules, reminders of meetings and other appointments for the day and within the week.
- Coordinates meetings, visits, makes travel, hotel and other arrangements including tickets and transport.
- Sorts out and prioritizes all correspondence and reports, determines urgency of the needed reply and forward those which require immediate personal attention, refer to other subordinates within the department those that are necessary, follow up responses to ensure prompt replies.
- Format, generate and prepare reports for the Managing Director.
Job Qualifications
- At least 3 years of proven experience in a similar position and exposure in a multi national corporate environment.
- Bachelor's Degree in Administration or related courses.
- Can communicate effectively in English and Arabic with people in all levels within and outside the organization.
- Can establish priorities and a course of action for handling multiple tasks.
- Ability to demonstrate tact and discretion in preparing, disclosing and handling information with strong skills in self correspondence.
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