Senior Secretary

Job Purpose

Responsible for providing administrative and secretarial support, involving managing office operations, assisting with communication, and supporting various administrative tasks.

Job Dimensions and Business Metrics

Highest level of confidentiality and access to information which unauthorized disclosure could be expected to have a severe or catastrophic adverse effect on organizational operations, organizational assets, or individuals

Key Accountabilities

• Assists in the preparation of documents, reports, and presentations.
• Maintains organized records, files, and documents.
• Handles data entry, document scanning, and database management.
• Serves as a primary point of contact for the department or office.
• Answers and directs phone calls, emails, and inquiries.
• Relays messages and correspondence accurately and promptly.
• Coordinates and manages schedules, appointments, and meetings for department members.
• Ensures that meetings are scheduled efficiently and conflicts are resolved.
• Prepares meeting agendas, attends meetings, and takes minutes.
• Distributes meeting materials and follows up on action items.
• Assists in organizing departmental events and functions.
• Orders office supplies, maintains inventory, and ensures a well-organized workspace.
• Assists with photocopying, faxing, and mail distribution.
• Coordinates with IT and facilities teams for office maintenance and technology support.
• Supports department-specific projects, research, and initiatives as needed.
• Collaborates with colleagues on cross-functional projects.
• Strictly follows established environmental, health, safety and quality policies and procedures in order to guarantee employee safety, legislative compliance, delivery of high-quality products/services and a responsible environmental attitude.
• Undertakes accountabilities in the operational excellence process as set out in the schedule of responsibilities.
• Contributes to the processes of continuous improvement for the area assigned.
• Performs any other relevant task as directed by direct superior.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education, Certificates, Licenses, Registrations and/or Experience

1-3 years of experience in Secretarially/Office Support field preferably in oil & gas sector.

Academic background includes a minimum of a bachelor's degree in business administration or equivalent.

Skills

Language Skills (English and Arabic)

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.