Director General Office Manager

Role Overview

Director General Office Manager at Riyadh Schools, responsible for organizing and managing the office of the Director General and supporting the Director General in daily operations while ensuring implementation of approved systems in the senior management office.

Role Purpose

Organize and manage the Director General's office, provide comprehensive administrative support to the Director General in daily work, and ensure strict adherence to established administrative procedures and systems within the senior management office.

Key Responsibilities

Office Management & Organization

• Establish and formulate required objectives to monitor the performance of the Director General's office.
• Participate in developing procedures for managing the Director General's office and all related functions.
• Oversee the presentation of the Director General's office in a professional manner regarding cleanliness and organization.
• Ensure all office files are stored securely with rapid accessibility when needed.
• Verify that all office equipment and electrical devices remain in working condition and coordinate maintenance requests with school facilities personnel.
• Monitor all maintenance work on office equipment in the Director General's office.
• Ensure all office supplies and stationery are available in the Director General's office.

Scheduling & Appointments

• Review and approve the scheduling of the Director General's appointments and meetings, noting any postponements and their reasons.
• Prepare a weekly plan that includes the Director General's work schedule.

Correspondence & Documentation

• Review letters and correspondence of the Director General before presenting them to him or directing them to others.
• Review incoming mail operations and index documents before presenting them to the Director General.
• Review incoming and outgoing email operations for the Director General and index these messages.
• Review and record all outgoing and incoming mail.

Visitor & Meeting Management

• Receive visitors of the Director General.
• Attend all meetings and sessions in which the Director General is a party, as requested by the Director General.
• Review preparation for the Director General's meetings and coordinate and prepare all documents and materials related to meeting topics.
• Direct invitations to participants in meetings called by the Director General.

Reports & Correspondence Tracking

• Review organization and indexing of internal reports received from other departments and sections, present them to the Director General, monitor the Director General's decisions regarding them, and record them in appropriate registers.

Travel & Events Coordination

• Review bookings for travel tickets, hotels, and exhibition entry passes for the Director General and organize business trips.

General Support

• Assist senior management in all tasks not listed in this job description.

Supervision

• Supervise drivers and cafeteria staff of the Director General's office.

Qualifications & Experience

• University degree in an appropriate field.
• Previous work experience as an office manager.

Skills & Competencies

Languages

• Arabic: fluent in speaking and writing.
• English: very good in speaking and writing.

Technical & Administrative Skills

• Formulate and define objectives.
• Proficient with computer programs and office equipment.
• Prepare letters, reports, and meeting minutes for the Director General using appropriate expressive writing.
• Prepare work reports.
• Manage multiple tasks simultaneously.

Interpersonal & Management Skills

• Withstand work pressure.
• Communication and interpersonal skills.
• Coordination and workload distribution skills.
• Negotiation skills in work areas.
• Teamwork.
• Creativity and skill development.

Personal Qualities

• Punctuality and discipline regarding time.
• Focus and logical thinking.
• Complete confidentiality in handling sensitive information.
• Calm temperament and emotional control.
• Mental and physical health with freedom from diseases affecting work performance.
• Politeness in speech and pleasant demeanor.
• Strong listening and comprehension skills with awareness and focus.
• Professional appearance and manner of speech.
• Ability to handle critical situations with wisdom.
• Responsibility and steadfastness in facing consequences of decisions.
• Strong personality, composure, and firmness.
• Accuracy and integrity.