Office Secretary

I.

Correspondence & Communication:Manage incoming and outgoing communications, including emails, phone calls, and physical mail.Draft, format, and proofread professional letters, memos, and reports on behalf of the manager/department.Screen phone calls and visitors, providing information or redirecting inquiries to the appropriate personnel.II.

Calendar & Meeting Management:Maintain and coordinate the manager’s professional calendar, including scheduling appointments and resolving conflicts.Organize and schedule departmental meetings, committee sessions, and events.Prepare meeting agendas, compile necessary background materials, and distribute them to attendees in advance.Record, transcribe, and distribute accurate minutes of meetings, tracking all action items for follow-up.III.

Documentation & Record Keeping:Establish and maintain a rigorous physical and digital filing system for all office records.Ensure the confidentiality and security of sensitive documents, adhering to the University's Personal Records Policy.Manage document retrieval and archiving, ensuring that all records are up-to-date and easily accessible when required.IV.

Office Coordination & Logistics:Oversee the day-to-day maintenance of the office environment, ensuring it remains professional and orderly.Monitor and manage the inventory of office supplies, placing orders and coordinating with the Purchasing Team to ensure continuous availability.Coordinate logistical arrangements for visitors, including room bookings and hospitality (catering/buffet) requests.Ensure that office equipment (printers, scanners, etc.) is functioning properly and coordinate repairs with IT or Facilities when necessary.

Education:Bachelor’s degree from a reputable university required.Professional certification in secretarial or administrative studies is a plus.Experience:Typically 0–2 years of experience in a secretarial or senior administrative assistant role.Previous experience within a university or professional services environment is highly desirable.Skills & Competencies:Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Strong typing speed and accuracy.Communication: Exceptional verbal and written communication skills in both English and Arabic.Organizational Mastery: Highly organized with the ability to prioritize tasks, meet deadlines, and manage multiple requests simultaneously.Professionalism: High degree of discretion, confidentiality, and professional etiquette.Attention to Detail: Meticulous attention to detail in document preparation and calendar management.Problem-Solving: Ability to handle routine office challenges independently and proactively.