Executive Assistant (Outsourced)

Job Purpose

To provide proficient secretarial support to the Director of Business Development Department and to the Business Development Department (BDD) Managers to ensure that daily agenda is efficiently organized, the workflow is well-coordinated, allocated tasks are handled by the relevant staff members, and they are processed promptly.

He/she is responsible in performing a wide range of administrative support activities for the designated Department to facilitate its efficient operations. The role holder is responsible in performing general office support functions as necessary for BDD Managers in HQ & Regional Hub Offices, such as drafting, preparing, updating and maintaining all Departmental records, reports, presentations, appointments, minutes of meeting, memos etc. as requested by the Director of the Department & BDD Managers.

The role holder will also ensure the coordination between the staff members in HQ & Regional Hubs of the Department to ensure all policy administration tasks of the department are carried out in an efficient and timely manner.

The Business Development Department Secretary should be a highly organized, detail-oriented individual who is capable of managing multiple priorities in a fast-paced environment. He/she should exhibit a high level of discretion and confidentiality in dealing with sensitive information. The role requires a proactive approach to problem-solving with decision-making capability.

Core Responsibilities

KEY ACCOUNTABILITIES & ACTIVITIES

Administrative Support

• Receives, screens, responds or redirects all inquiries to the Department including not limited to telephone calls and e-mail messages, and elicits necessary information to determine those requiring priority attention to allow for timely and accurate response/follow-up.
• Monitors the status of any matters/issues brought to the attention of the Director of the Department & BDD Managers for their review, guidance or approval.
• Independently responds to and prepares letters and general correspondence of a routine nature; proofreads and edits materials to assure completeness, accuracy and compliance with the Corporate’s standards.
• Performs miscellaneous clerical functions and special projects as assigned.
  
  

Meeting Management

• Circulates meeting notices and detailed agendas, along with any required documents, well in advance of the meetings to ensure that participants are thoroughly briefed on the topics to be discussed.
• Schedules and coordinates appointments, meetings, and conference calls for the Director of the Department and Managers, ensuring that all participants have the necessary details such as time, date, and location. Proactively follow up with meeting participants through JIRA memos, emails, phone calls, etc., to confirm their awareness and preparedness for the upcoming meeting, including clarification of logistics like time and Take comprehensive notes during BDD-related meetings chaired by the Director and during bi-weekly meetings chaired by the BDD Managers with their respective teams.
• Prepares accurate and clear minutes of the meetings, capturing the essence of discussions, decisions made, and action items assigned.
• Submits the draft minutes to the Director or the respective BDD Managers for review and approval. Make any necessary revisions based on their feedback and distribute the final minutes to all committee members or meeting participants, and, if applicable, file them appropriately for future reference.
• Ensures follow-up on action items as decided in the meetings by reminding responsible parties of their commitments and deadlines.
  
  

Secretarial Services

• Performs full secretarial services to the Department, which includes typing, filling and organization of documents & records, arrangement of missions & travels, contacts, receiving calls/visitors,etc.
• Provides preliminary drafting services for the Department including Regional Hubs staff utilizing current equipment in-order to create and replicate text from a draft (agreements, correspondence, powers of attorney, memoranda, reports, minutes, etc.) or notes taken ensuring that the task is promptly accomplished.
• Provides logistical assistance in the planning and execution of Department tasks.
• Provides general administrative and clerical support to the Director and to the BDD Managers of the Department including mailing, scanning, faxing and copying to management.
• Establishes, develops, maintains and updates computerized and manual filing system for the Department. Retrieves information when needed.
• Handles confidential and non-routine information. Assumes responsibility for related duties as required or assigned.
  
  

Briefings and Follow-Up

• Briefs BDD Managers on matters calling for immediate action.
• Follows up and prepares reports regularly in respect of the implementation of Committee decisions to keep the Committee up to date on progress.
• Maintains accurate record of all meetings and minutes for information and reference.
• Coordinates with the CEOO regarding matters related to the Business Development Department.
  
  

Reporting

• Prepares periodical updates and progress reports on all Department matters to keep the relevant staff members fully aware of all the Department/Division activities and developments.
  
  

Job Requirements

Field of Study

• Business Administration or any relevant discipline
  
  

Academic Qualifications And Relevant Experience

Qualification Level

High School Diploma

Bachelor’s Degree

Master’s Degree

Doctorate

Experience

N/A

3 years

N/A

N/A

Nature of Experience

• Knowledge of secretarial duties and office management procedures with minimum 3 years’ experience in similar positions.
  
  

Professional Certifications (as applicable)

• N/A
  
  

Business Language Skills

• Good command of written and spoken Arabic & English. Additional languages such as French is an added advantage
  
  

Key Performance Indicators

• Task completion rate
• Timeliness in implementation of required assignments
• Timeliness and accuracy of correspondence, reports, etc.
  
  

Core Competencies

Competency

Proficiency

Focus on Customers

Executing

Drive Results

Executing

Collaborate as One Team

Executing

Strive for Continuous Improvement

Executing

Serve and Respect All

Executing

Technical Competencies

Competency

Proficiency

Knowledge of Change Management Framework

Basic

Records and Document Management

Advanced

Accounting Concepts

Basic

Business Relationship Management

Basic

Office Management Skills

Advanced

Knowledge of Microsoft Office Skills

Advanced

Stakeholder Relationship Management

Advanced

Documentation Skills

Advanced

Hardware Knowledge

Basic

ICIEC Business Knowledge

Basic

ICIEC Product Knowledge

Basic

WORKING CONDITIONS

Location

• Jeddah
  
  

Travel Needed

• No
  
  

Specific Working Conditions

• May be required to work extended hours if necessary
  
  

About Application Process

If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

• Resume/CV
• Passport-size photograph