Job Description

Responsibilities/Communication/OHSE Key Roles & Responsibilities . Perform all administrative, support and secretarial functions of the office and ensure effective maintenance of EVP's calendar and diary as well as confidential files and records . Manage, schedule and arrange appointments, visits, meetings and conferences, and company/department events, including any related travel, accommodation and/or venue bookings for EVP, ensuring that all activities are well coordinated and executed . Organize and expedite flow of work through the EVP office and initiate any follow-up action. . Produce documents, briefing papers, reports and presentations. Organize meetings and ensure EVP is well-prepared for meetings . Communicate directives and information from the EVP to direct reports, other department managers and employees and follow up on the status of assignments . Compose, type, and distribute meeting notes/minutes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. . Handle incoming mail and messages: open, screen, read, route, and distribute incoming mail or other materials and filter emails, and, where possible, respond to these or draft responses ready for review by the EVP, tailoring these to suit the audience. . Coordinate and compile information from different sources and present it in a relevant format to enable EVP to understand and use it effectively; conduct searches to find needed information, using such sources as the Internet. Prepare special reports as and when required: gather, summarize and analyze data. . Responsible for paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. Maintain records in paper files and/or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records. . Assist in monitoring the budget expenditure and invoice payment for the office, including expenses and stationery; keep records of collections and disbursements, and ensure accounts are balanced. . Maintain the supply inventory, including placing orders, arranging the delivery, dispensing supplies and handling receipts. . Build and maintain good relationships with Company's stakeholders/customers to promote and develop outstanding internal and external customer service. . Compliance with all Milaha Health & Safety, Security, Environment and Quality policies, Manuals, Procedures, Laws, Regulations and Standards . Comply and cooperate with Milaha Health & Safety, Security, Environment and Quality consultations, training and initiatives . Perform other job-related duties as assigned.

Minimum Qualification/Experiences/Skills Education & Professional Qualification: Graduate in Management with Diploma or Degree in Secretarial or Office Management or any relevant field Professional Experience: 5 years in office administration or an executive secretarial position Geographic Experience: Preferred Computer Skills: Excellent knowledge of Office and web applications Language Skills: Business fluent in English and Arabic Market/Industry/Functional Knowledge: Strong knowledge of administrative and clerical procedures Strong knowledge of data recording and management methods, tools and related techniques Good knowledge of corporate functions and activities