Description

The main job of the Secretary is to provide comprehensive administrative support to the Ambassador. The responsibilities include but are not limited to:

1. Schedule and Activities Management: Arrange, organize and maintain all the Ambassador’s schedule and activities, ensuring all appointments, meetings, and events are clearly scheduled with no overlapping commitments. Provide detailed and relevant information about each engagement, especially external events including the event agenda, location (specific access directions), the host, guest list (especially high ranking officials including diplomats), and other logistical matters.
2. Assist Implementation of the Activities: Support the Ambassador in executing activities outlined in the schedule by coordinating logistics, ensuring all necessary materials and information are prepared in time.
3. Communication Coordination: Act as the first point of contact for the Ambassador by answering calls, emails, and correspondence after necessary clearance from the Ambassador. Ensure messages are prioritized, relayed, or responded to appropriately, and maintain clear and efficient communication internally and externally. Maintain an updated version of contact information database and streamline them to suit the needs of the Ambassador.
4. Drafting Documents: Write diplomatic notes relevant to coordinating the Ambassador's schedule and activities. In addition, translate – from Arabic to English – received letters on administrative and protocol matters.

Information

Desired Skills & Experience

• Educational Background: A bachelor’s degree is required, preferably in business administration (including human resources or secretarial studies), public administration, social and economic studies, international relations, or communication studies.
• Language Proficiency: Fluency in Arabic and English, both spoken and written, is required. You may demonstrate your English proficiency through test scores (e.g., IELTS, TOEFL, TOEIC, etc.).
• Technical Skills: Proficiency in Microsoft Word and Excel, with the ability to create, edit, and manage documents and spreadsheets efficiently.
• Administrative Abilities: Excellent capability to manage a wide range of administrative tasks, including scheduling, record-keeping, and logistics coordination, with a high degree of accuracy, timeliness and efficiency.
• Communication and Interpersonal Skills: Excellent oral and written communication abilities, along with highly developed liaison and interpersonal skills, to effectively coordinate with multiple individuals and teams simultaneously.
• Experience: Advantage will be given to candidates with prior work experience as a secretary or in similar roles as well as prior work experience in the diplomatic field. You may submit a letter of recommendation for reference.

Location