Executive Secretary

7 days ago

Hofuf, Saudi Arabia مدارس المجموعة العالمية (ISG) Full time

Position Description

SCHOOL / LOCATION

District Office

DIVISION / DEPARTMENT

Support Services

POSITION TYPE

Support Staff

WORKS DAYS / HOURS

POSITION STATUS

Full time

SALARY CODE

Support Staff

ELIGIBLE APPLICANTS
- Saudi National

POSITION START DATE

As soon as possible

APPLICATION DEADLINE

Until filled

REPORTS TO

Joseph Bearns, Director of Operations & Facilities

REQUISITION NUMBER

08-2324-077

Summary

The Support services secretary will be responsible for managing all school events and daily purchase needs of Operation department, District Office and ISG schools. ISG comprises ISG District office, ISG Al Maha, ISG Dammam, ISG Jubail and Sara Village school. The executive secretary will be expected to produce cash reports

Position Duties
- Handle the coordination for District Office and all ISG school events, this includes but not limited to the following:

- Manage all event calendars.
- Review of submitted All-in-One Forms.
- Consolidation of weekly school activities and communication with all areas involved.
- Coordination with the event set-up requirements with DO, schools and Ingress supervisors.
- Manage and tracking of staff overtime and/or trade days.
- Handle and coordinate daily cash and Amex purchases requests for materials/supplies needed for OPS department, District Office and all schools.
- Process twice a month Petty Cash/Cash Advance Reconciliation report.
- Process monthly Operations department’s AMEX Card reconciliation report.
- Research, obtain quotes and process purchase orders both local and overseas for Operations department, Nurses Office, Security and Little Learners requirements.
- Assist in sorting of school shipments and distribution.
- Provide assistance to the new sponsored staff on coordination and communication with the shipping company for shipping their personal belongings.
- Manage and assist in Villa setup (This includes procurement, sorting, coordination and communication with the compound management, cleaning and setup).
- Cover for other Support services secretaries’ duties in case they are on leave or holiday.
- Perform other duties as assigned by the Director of Operations and Operations Manager.

Qualifications and Knowledge
- Minimum of Bachelor’s degree in a related field of study.
- In-depth knowledge of office management and basic accounting procedures.
- Proficiency in MS Office and Google Suite.
- Flexibility in working hours, able to work some weekends, off hours and holidays if needed.

Experience and Skills

Experience
- Proven experience as an executive secretary or similar administrative role.
- Previous experience related to support services and maintenance is a plus.

**Skills**:

- Excellent command in English (both verbal and verbal).
- Familiarity with basic research methods and reporting techniques.
- Excellent organizational and time-management skills.
- Outstanding communication abilities.
- Ability to work flexible hours.
- A team player that can work with mínimal supervision.
- Able to meet deadlines.

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