About the role
About the Role
We are recruiting for an Office Assistant to support the daily administrative operations of our Shafallah Department.
In this role, you will provide general administrative and secretarial support as part of your daily responsibilities. You will promote high standards of corporate values reflected through correspondence, telephone, and personal interaction with both internal and external stakeholders. You will be handling confidential and sensitive issues, which require a high degree of discretion and tact. You will manage records/ document control function as well as maintenance for all correspondences related to the Manager's office. In addition, you will ensure that company assigned vehicles are maintained to acceptable standards.
Key accountabilities include
Perform administrative and secretarial support - coordinate activities, conduct research and ensures that requests are carried out.
Handle inquiries and/or refer to the appropriate personnel/department.
Review and answer mail and inquiries and determine if Executive action is required
Provide necessary telephone backup coverage, schedule appointments, meetings and travel itineraries, and coordinate related arrangements (coordinate meetings, travel, hotel bookings).
Respond to complaints and request for information. Assist and explain procedures and policies in response to inquiries within the area.
Take and transcribe dictation. Draft letters and internal memos. Process, handle and maintain all types of confidential information. Compose routine and non-routine correspondence, memoranda, reports which are generally confidential in nature.
Check all incoming documents for scanning and ensure completeness/ accuracy of information provided to fast-track approvals including invoices/ statements.
Maintain confidential filing system, categorize and maintain manuals, sensitive correspondence, and other source material.
Coordinate prompt collection of office supplies and stationeries. Ensure proper maintenance of all office equipment.
Safely transport colleagues /guests of executive office and Ministerial documents/packages to various locations in a timely, safe and courteous manner.
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