Executive Secretary
- Riyadh
- Permanent
- Full-time
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Job Title: Executive Secretary
Job Category: Secritarial and Clerical Assistant [ ]
Job Location: Al-Riyadh - Al-Riyadh Province
Post Date: 03/31/2024
Job description:
Roles and responsibilities:
- Receiving daily mail
- Preparing and designing the forms required for work
- Coding and recording incoming mail
- Showing the mail to the department director
- Directing mail according to the specialty and relevant department, and sending an email to confirm sending
- Preparing and editing electronic correspondence while recording mail data (date, time, number, relevant department, mail address, summary of letters and edited materials)
- Preparing, editing and writing letters and required material
- Sending letters and responding to incoming letters
- Coordination and cooperation with the Patient Affairs Administration and the Medical Administration regarding patients and their requirements within the limits of the administration's responsibilities
- Formulating a response to complaints received from the Ministry of Health after completing investigations by the Personnel Affairs Department
- Archive mail according to the importance in email documents
- Save outgoing and incoming mail information
- Printing letters and edited materials
- Preserving and archiving letters, documents, and materials issued and received by all means of communication
- Procedure for issuing letters and written materials
- Coding and recording outgoing mail
- Answering telephone calls, recording the caller's requests, and resolving matters related to these calls
- Forwarding telephone calls upon request
- Planning and organizing meetings
- Booking and preparing halls and inviting participants to meetings
- Receiving participants in meetings
- Preparing minutes of meetings
- Taking notes of meetings
- Distributing meeting papers before and after meetings
- Organizing the administration director's appointments
- Presenting work agendas and data to the department director
- Recording data of visitors and committees
- Arranging dates for external meetings
- Informing the host of the administration delegation's arrival date
- Cancellation of meetings according to emergency circumstances
- Preparing places to store documents and data
- Classification, coding and indexing of archives
- Destroying unused files
- Identify topics that need to be followed up
- Review the follow-up file on a daily basis and determine priorities among them
- Taking appropriate measures to follow up on issues
- Preparing administrative letters and forms related to the procedures of administration employees
- Coordinating vacations for employees in the administration
- Submitting reports related to the performance of department employees after their approval by the department director
- Coordinating additional work procedures for employees
Requirements:
- Minimum secretarial diploma
- Computer proficiency (Word, Excel, Access, PowerPoint, Outlook)
- Proficiency in spoken and written English
- Preferably having at least one year of experience
- Good knowledge of office administration and basic accounting procedures
- Familiarity with basic research methods and reporting techniques
- Ability to negotiate and persuade
- Proficiency in communication skills with different personalities
- the ability to work under pressure
- Ability to manage time and the ability to organize and prepare
- English-fluent
- Full Time
Gender: Both Gender
This Job Available For: Saudi Only
Minimum Education Level: 2+Year Diploma
Minimum Experience Level: Entry Level (Less than 1 to 3 Years Experience)Apply For This Job
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