Executive Secretarial and Administrative Support to the Function Head: Handle all personal and secretarial matters of the Function Head Organize and manage Function Head's schedule.
Prepare expense claims.
Assist in business travel coordination and arrangements e.g., flight, hotel, transportation, meetings
schedule, visa application, travel itinerary etc.
Screen telephone calls, enquiries, and requests, and handling them when appropriate. Assist in drafting of formal correspondences (emails, letters, etc.)
Prepare memoranda, weekly highlights & reports, etc.
Handle cautiously and ensure confidentiality of highly sensitive corporate information. Assist registration of conference I seminars I workshop.
Provide Secretarial and Administrative Support to Other Team Members:
Deal with incoming e-mail, phone call and faxes, distribute to respective person and/or department.
Liaise with different personnel of all levels (Internal and External) on a regular basis in the updating and collation of reports, setting up meetings, schedule, coordinating activities and communications.
Devise and maintain office systems to deal efficiently with proper flow.
Provide hospitality to guests and visitors assist them in hotel reservation and logistic arrangements setting-up meetings etc.
Assist in travel coordination and request for invitation letter to obtain visa. Manage the booking of the conference room and small meeting room.
Provide support and assist on any ad-hoc projects and assignments when required, including new office space planning, office renovation work, new recruitment, sourcing of corporate gifts, service awards etc. Keep record of Time Sheet for Chapter 8 employees.
Coordinate for the events sponsored or organized by Saudi Aramco and/or Aramco Asia.
Provide general office administration and relieve coverage for Admin Assistant.
Requirements
Minimum Diploma in Business or any related fields. Formal secretarial training preferred.
5 years of secretarial experience with at least 3 years supporting at the executive level. MNC experience desirable.
Excellent calendar management skills, including the coordination of complex executive meetings involving various parties across different countries, time zones, etc. Experience in scheduling travel arrangements for senior management.
Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.
Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, whilst remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
Strong working knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook Advanced level of written and verbal communication skills in English. Strong skills in using AI tools preferred.
Excellent organizing, administrative and bookkeeping skills.
Must possess good work habits, a strong work ethic, and be able to adhere to company work hours, policies, and standard business etiquette.
