Receptionist & Administrative Coordinator managing a professional front office for Daikin in Jeddah, KSA. Supporting day - to - day administration and serving as first contact for visitors and clients.
About the role
- Senior Administrative Assistant supporting the AVP of Marketing in the US Respiratory Organization managing clerical duties and scheduling assignments. Requires advanced administrative experience and skills in handling complex tasks.
Responsibilities
- support the AVP of Marketing and their team in the US Respiratory Organization
- General Secretarial/Clerical duties constitute approximately 50% of job responsibilities
- Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments
- Works in teams or independently as needed and as relevant to complete work assignments and various tasks
- Assists team with designated tasks on a prioritized basis and problem solves when appropriate
- Encourages self-sufficiency and trains team members as appropriate
- Calendar scheduling/planning of complex meetings; coordinating and scheduling complex multi-leg and international travel arrangements
- Looking proactively through calendars and identifying and communicating conflicts
- Completing complex/international travel expense reports in a timely fashion
- Communication Skills must be at a level to effectively interact with company executives and internal/external clients to maintain workflow
- Respects the importance of maintaining confidentiality and appreciation of professionalism
- Assists with interview scheduling and on-boarding of new hires
- Occasionally produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity, and problem-solving skills
- Occasionally develop reports, presentations, tables, graphs, correspondence and conduct light research using appropriate software
- Occasionally coordinates special projects.
- Periodic travel – 5%
Requirements
- Required: High School Diploma
- Preferred: Advanced education or certifications such as (e.g., Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification)
- Minimum of (8) years Administrative Assistant experience
- Minimum of (3) years Executive Administrative experience supporting senior executives (Sr. Director, Executive Director, VP or above)
- Advanced computer skills using MS Office Suite (Outlook, Word, Excel, Power Point etc.) and operation of other peripheral devices
- Ariba/Concur experience processing: Expense Reports; Purchase Orders and Payment Requests; Vendor Add Forms, as well as the capability to run reports within Ariba
- Experience scheduling complex travel arrangements including multi-leg domestic and international travel
- Demonstrated experience with processing Visas/Passports
- Advanced secretarial/clerical abilities with a history of high performance
- Documented experience as a strong performer in current and past positions
- Ability to handle and prioritize a large number of simultaneous assignments
- Experience with event planning and coordination
- Extraordinary attention to detail
- Outstanding communication and people skills
- Experience with financial and budget tasks.
Benefits
- medical, dental, vision healthcare and other insurance benefits (for employee and family)
- retirement benefits, including 401(k)
- paid holidays
- vacation
- compassionate and sick days
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