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Home Saudi Arabia Executive Assistant

Executive Assistant

Full time at ACWA Power in Saudi Arabia
Posted on August 21, 2024

Job details

To provide complete administrative and secretarial support to the head of function as well as team members within the team. Responsibilities Secretarial Support

  • Provide a complete secretarial service for the assigned manager or department; routing callers and correspondence as necessary and assisting in drafting and finalising replies where appropriate to ensure that all matters are dealt with efficiently and effectively
  • Handle incoming and outgoing departmental mail – postal and courier - and maintains appropriate logs.
  • Manage incoming documents for signatures thru Docusign. Ensuring right entities are used in each document.
  • Co-ordinate with PRO/ admin department for any attestation / legalization of documents that come by.
  • Make travel arrangements in a time-effective way, including visa, booking itineraries, venues for meetings, hotels, rent a car, etc.
  • Observe confidentiality procedures and registers and tracks documentation to ensure appropriate level of security and control.
  • Provide a time management/diary service for the manager to ensure he is able to attend all key meetings according to planned schedule and assists in optimising his use of time.
  • Establish and maintains records and filing systems.
  • Check and verify billing statements in respect of travel and related arrangements made and make sure that the claims are getting paid on time.
  • Monitor effectiveness of office administrative processes and recommends improvements where needed.
  • Assist with documents (converting, formatting, printing and scanning).
  • Coordinate with other secretaries when employees from different departments are traveling together.
Event Planning and meetings coordination
  • Schedule and coordinate meetings including booking conference rooms and facilities, plan and arrange venues, coordinate with participants to ensure smooth and efficient event management.
  • Coordinate and oversee all events pertaining to the BU or EF team.
  • Register for important conferences and seminars staff are requested to attend.
  • Coordinate all site visits and official meetings with key external stakeholders viz. Banks, DFIs, Partners, EPCs, OEMs – all under the BU or EF organization.
Policies, Processes, Systems & Procedures
  • Implement approved departmental policies, processes, and procedures, and ensure employee adherence so that work is carried out to the required standard.
Qualifications
  • Bachelor’s Degree is highly preferred.
  • 5 years as Secretary/Administrative Assistant
  • Good knowledge of Microsoft Office – Word, Excel, PowerPoint - and other computer applications; Good knowledge of English
  • Multi-tasking and prioritization skills along with the ability to handle multiple demands
  • High level of professionalism, discretion and confidentiality
  • Team Player; Single point of contact for all offices around the world
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