Job Details of Senior Administrative Secretary

Do you thrive in a busy environment with a broad portfolio of tasks, and can you work effectively?

If you find energy in being busy, juggling various tasks at the same time, being self-motivated and working on different projects, then this is a unique opportunity for you.

As a Senior Administrative Secretary, you will be responsible for providing business and administrative support to the Grundfos Saudi Arabia organization and the Country Director, including front-office management, general clerical, travel management, and project-based work.

Reporting directly to the Country Director, the suitable candidate will be responsible for but not limited to the following:

Front Desk Management

• Responsible for guest relations and hospitality for the company, ensuring all required arrangements and practicalities are carried out.
• Answer, screen and handle queries made through phone calls and redirect them to concerned people.
• Supervise daily tasks of office facility cleaners and provide input to Facility Responsible on any concerns, repairs and maintenance required.

Admin Support:

• Support end-to-end requirements for travel of employees and guests to and from Saudi Arabia and internationally, where required.
• Provide support as IT Buddy and point of contact for IT related purchases, landline/mobile invoice management, in close coordination with Area IT Specialist.
• Oversee the ordering and replenishment of office supplies, pantry items, letterheads, and business cards.
• Provide general administrative support such as preparing and composing correspondences, processing confidential documents, and providing ad hoc reports.
• Responsible for Admin vendor management and processing of Admin related Purchase Orders and Invoices.
• Coordination with PRO for various documentation required for government agency transactions. Back-up support of PRO during absences.
• Develop practical preparations for company engagement activities and adhoc events (eg. Family Day, Year-End gathering, Employee Meetings, Water2Life Ambassador), including company announcements for birthdays & other celebrations.
• Perform other tasks as and when required by the organization.

Secretarial Support:

• Maintain the Country Director’s calendar and remain aware and updated on the Country Director’s schedules.
• Prepare and maintain Country Director’s expense report.
• Organize meetings for Country Director’s including VIP guests and special events etc.
• Prepare correspondence, reports, and materials for presentations and provide accurate word-processing support by composing and editing a variety of documents for the Country Director. This includes many highly confidential correspondence, memoranda, contracts, and proposals.

Quality:

• Company representative and leader for Quality Management
• Monitor performance (in relevant areas) according to agreed standards and take necessary action to communicate/advise/assist according to performance levels.
• Perform internal audits of different departments and maintain quality manual & procedures as per standards and Group requirements.
• Liaise and cooperate with quality management and certification body.

Health & Safety:

• Develop and Implement Health & Safety policy & procedures with relevant actions/monitoring.
• Report to Group all relevant Health & Safety information.
• Carry out risk assessment/investigation of accidents, unsafe work conditions throughout
• GSA premises and follow up to ensure corrections and risks are minimized to acceptable levels.
• Responsible for own personal commitment to Health, Safety and Environment and of others who may be affected by his/her actions at work.

Your background:

• Possession of a bachelor's degree or an equivalent university qualification is required.
• Should have at least 4 years of relevant experience.
• Good communication skills and good command over written and spoken English.
• Good personality and high-energy level
• Independent, self-motivated, and adept at working in situations with high expectations. Pro-active and responsible.
• Advanced computer skills – PPT, Excel, Word
• Excellent networking skills

What’s in it for you?

Whether it’s developing leadership skills or advancing your expertise even further, we’ll support you with continuous learning and development opportunities, to help discuss and steer your long-term Grundfos career path.

You’ll be welcomed from day one into an inclusive, trusting environment guided by six core values.

Do you want to learn more?

If this job sounds appealing, please send your resume and cover letter by clicking “Apply”.

To dig deeper into the Grundfos universe, follow us on LinkedIn or Youtube, and to get to know some of your future colleagues and why they enjoy working at Grundfos, check out Meet our people

We look forward to hearing from you.

About Grundfos
Grundfos is one of the world’s leading water technology companies with more than 19.000 employees in 60+ countries all over the world. Our skills commit us to pioneering solutions to the world’s water and climate challenges and improve the quality of life for people. We dare to do things that others cannot or dare not do, as we believe innovation is not only a business opportunity, but an obligation. And what really matters to us is not short term profit, but the impact we make. By becoming part of our united powerful team, you too can drive this change no matter your role.

An inclusive team
We believe that the key to a work environment, where employees thrive and grow, is our ability to celebrate and value our differences in background, experiences and perspectives. In our recruitment process we welcome all professional people without consideration of age, colour, gender identity, national origin, physical or mental disability, ethnicity or religion.