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Executive Secretary

King Abdullah University of Science and Technology

Posted on June 12, 2018

5 - 6 years Other - Saudi Arabia

Any Graduation. Any Nationality

Opening 01

Job Description

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First, performs a wide variety of administrative, secretarial and support duties for the Director and his team.
Second, coordinates and participates in office support function to help achieve the Center s goals and objectives . Major Responsibilities Administrative & Secretarial
• Supports the Center Director for all secretarial and administrative requirements including diary, travel, reimbursements, hosting visitors, special projects.
• Supports the staff and students reporting to the Director including Center technical staff for non-routine administrative requirements such as training in systems, urgent or difficult requests.
• Is generally the first point-of-contact for people seeking to engage with AMPM Center. Includes answering telephone and email enquires in a professional and helpful manner and meeting and greeting clients and visitors.
• Maintains HR required records for attendance of staff and prepares monthly TMA Report.
• Inducts new Center members and orders new IT equipment.
• Maintains IT Register of Center assets and periodic reconciles with IT Department Register.
• Prepares agenda and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings, as required by Director.
• Shows initiative and anticipates problems and helps improve Center administration.
• Reviews and maintains files of reports, letters and other documents of the Director s Office to ensure accessibility, accuracy, completeness and conformance to KAUST requirements.
• Supervises any administrative PTSA employees including prioritizing daily duties.
Communications, written and digital form a vital part of the Center s outreach and professional image.
• Updating of Center brochures with attractive and relevant text and photographs.
• Updating and maintenance of Center public PowerPoint presentations.
• Updating and maintenance of Center website in coordination with relevant VPR Office staff.
• Publishing fresh and interesting material on our Center Facebook and Newsletter.
Other Responsibilities
Supports other faculty in the Center as needed.
Organization Division of Physical Sciences & Engineering Division Advanced Membranes and Porous Materials RC

Education / Training / Teaching / Academics

Secretary / Front Office / Personal Assistant (PA)

Desired Candidate Profile

Business Skills
• Understands and uses appropriate methods, tools and applications such as MS Office
• Able to make purchase orders using KAUST procurement system.
• Absorbs technical information when it is presented systematically and applies it effectively.
Non-Technical Skills or Attributes Autonomy
• Uses minor discretion in resolving problems or enquiries.
• Works without frequent reference to others.
• Performs a range of varied work activities in a variety of structured environments.
Business Skills
• Demonstrates a rational and organized approach to work.
• Identifies and negotiates own development opportunities.
• Good communication skills and cross-cultural sensitivity.
• Works as a team to achieve best outcome for the Center.


Procurement Publishing Administration Executive Secretary Center Director Technical Staff Office Staff Powerpoint Training


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King Abdullah University of Science and Technology

Founded in 2014, American Academy is one of the leading educational support service providers in Dammam, Saudi Arabia. The institute has certified native English teachers, and specialized ESL courses, and specializes in –

• Corporate English training

• Curriculum devel opment

• Exam preparation

• Military DLI English

• Technical vocational training

American Academy strives to offer quality education to the students in the most professional manner, while nurturing their potential. It is committed to supporting Kingdom's Saudi 2030 Vision program with its cutting-edge techniques and technologically-driven curricula. The institute invites applications from dedicated teaching professionals who can impart quality education and contribute to shaping up the future of the students.

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