Summary
Fakeeh Care Group is seeking an Office Manager to oversee administrative operations and provide high-level support to an executive, chief, or department head in Jeddah. The role manages office procedures, correspondence, calendars, meetings, records, reports, and follow-up actions, and supervises and trains junior clerical staff. Applicants need a bachelor’s degree in administration or a related field and at least three years of administrative experience, preferably in healthcare. Strong Microsoft Office, record-keeping, interpersonal, and problem-solving skills are required; excellent English is required, with Arabic preferred.
The posting
As published on fakeeh.care. Pulled from the employer's site and shown as they wrote it.
Job Purpose:
Responsible for overseeing office administrative operations for the assigned Executive, Chief, or Departmental Head. This role provides high-level administrative support, manages information requests, and supervises and trains junior clerical staff to ensure smooth office operations and efficient task management.
Key Responsibilities and Duties:
- Organizes and implements office operations and procedures, including correspondence management, filing systems, and office workflows.
- Oversees and coordinates administrative activities, ensuring the smooth functioning of the office environment.
- Prioritizes office management tasks, addressing urgent matters promptly and ensuring their efficient handling.
- Provides comprehensive administrative support, including scheduling meetings, managing correspondence, handling visitors, and routing calls as necessary.
- Manages appointment calendars for the designated team or department leader, resolving scheduling conflicts and ensuring efficient time management.
- Prepares reports, presentations, and other documents as required, ensuring accuracy and timely delivery.
- Distributes meeting agendas and relevant materials, takes minutes during meetings as requested, and ensures that all necessary follow-up actions are taken.
- Ensures timely finalization, approval, and distribution of meeting minutes to relevant stakeholders.
- Follows up on action items and resolutions from meetings, ensuring that tasks are completed and issues are addressed.
- Contributes to team objectives by providing support for related tasks and projects as needed, ensuring project timelines are met.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics as required.
- Maintains the office environment by ensuring its proper and safe condition and arranging for necessary repairs and supply orders.
- Creates or modifies documents using various applications (e.g., Word, Excel, PowerPoint) and maintains relevant databases to ensure information accuracy and accessibility.
- Other duties as assigned within the scope of the job.
Requirements
Skills and Abilities:
- Good computer skills and data entry ability in MS Excel, MS Outlook, MS Word, and MS PowerPoint.
- Good analytical and problem-solving skills.
- Good interpersonal and customer care skills.
- Good and accurate records keeping.
Experience:
- Minimum of 3 years in an administrative position, preferably in a healthcare field.
Education:
- Bachelor's degree in Administration or related field.
Language:
- Excellent command of oral and written English and prefer Arabic.
Licenses / Certifications:
- N/A