EXECUTIVE ASSISTANT - Abbott Laboratories, JEDDAH SAUDI ARABIA
JOB PURPOSE:
Under general direction, performs varied, difficult, sensitive and confidential office administrative, project related functions for the Managing Director and Assistant Managing Director; and performs related duties as assigned.
WHAT YOU'LL DO:
Provides administrative and project focused support to the Managing Director
Manage and own the Managing Director’s calendar, travelling, meetings and overall time management. Maintains the Managing Director’s calendars; coordinates, arranges and confirms meetings.
Serve as general secretary for the management team forums e.g. takes minutes, organize agendas and meetings, activate actions and follow through projects implementation.
Coordinates work with other executive and support staff to ensure a high performance, customer service-oriented work environment.
Types and/or drafts memoranda, correspondence, and other documents and reports often of a highly sensitive and confidential nature.
Strong power point presentations. Experience in Graphics Design is preferred.
Draft Power points Presentations for the Managing Director and the overall communications
Ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
Schedules, prepares agenda and meeting materials and types minutes for various meetings.
Receives telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment.
Responds to requests for information and complaints, refers matters to appropriate District staff and/or takes or recommends action to resolve the request or complaint.
Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed.
Acts as liaison in coordinating matters between the Managing Director’s Office and other department heads and managers.
Refers or recommends referral of matters to appropriate departments and staff for action and report.
Researches and assembles information from a variety of sources for the preparation of reports and correspondence for the Managing Director.
Represents the Managing Director’s office and the District on internal committees and task forces and with external groups and organizations.
Performs other duties as assigned.
EXPERIENCE AND EDUCATION, YOU'LL BRING:
Knowledge of:
3 years experience as executive assistant\secretary or office manager
Advanced Power point Skills
Fluent English, business typing and communication.
Additional advantage for graphics design experience
Advanced MS Office Skills
Office administrative and management practices and procedures.
Principles and practices of sound business communication.
Project management knowledge / experience
District organization, rules, policies and procedures, including travel/training and expense reporting.
Basic functions of public agencies, including the role and responsibilities of a public governing board.
Rules and regulations for the conduct of public meetings.
Budgeting, record keeping, filing and purchasing practices and procedures
Ability to:
Manage multiple and rapidly changing priorities to meet the needs and expectations of elected and appointed officials and executives.
Organize, set priorities, and exercise sound, independent judgment within areas of responsibility.
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