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Administrative Assistant l

King Abdulaziz Medical City - Riyadh
Riyadh, Saudi Arabia

Responsibilities / Duties:

  • Perform duties in compliance with hospital policies and safety standards

  • Act as the primary contact for those seeking to make appointments and maintain diary

  • Liaise with departmental personnel, hospital administrators and other organizations to facilitate communication and appropriate action on behalf of the department

  • Manage routine enquiries and refer those that are appropriate to person responsible as required.

  • Formulate a variety of correspondence including that of a sensitive nature, transcribe correspondence, minutes of meetings, committee formation orders and assure distribution as required.

  • Establish and maintain database and filing system both electronic and hard copy

  • Maintain committee files as required

  • Track and review business resulting from committee minutes and submits for further review and action, where appropriate

  • Develop meeting agenda and prepare meeting information packages, record and transcribe minutes, compose memorandum for all related actions, and track follow-up issues to completion

  • Liaise with local organizations regarding academic and professional activities. Attend to details related to these activities

  • Ensure quantities of office supplies are maintained

  • Provide holiday coverage as appropriate

  • Delegate and prioritize workflow and supervise lower reports

  • Maintain confidentiality at all times

  • Receive, screen, register, distribute and prioritize all incoming mail, electronic and hardcopy

  • Ensure maintenance of departmental committee reports as required

  • Ensure that logistical arrangements are made for meetings, site visits, etc

  • Prepare reports, and manage special projects as assigned

  • Demonstrate initiative in the performance of duties, requiring a minimum of supervision

  • Wiling to be assigned to shift work and overtime, during the working week or at weekends

  • Performs other job related duties as assigned

Qualifications Required:

  • Associate Degree (Essential)

  • Bachelors Degree (Preferred)

Experience Required:

  • Minimum of three (3) years experience in office administration or secretarial position

  • English typing speed 50wpm

  • For Arabic speakers: Arabic typing speed 40wpm

  • Knowledge of administrative and clerical procedure and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology, computer hardware and software, Microsoft Office Suite (Word, Excel, Powerpoint, Outlook)

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