Executive Secretary

The Support Services Secretary will handle general responsibilities commonly shared by all staff in the support services office. In addition to these, the secretary will take on specialized duties based on the specific areas assigned.

The Support Services Secretary is expected to collaborate with the Operations Departments to support both the District Office and all ISG Schools, which include the ISG District Office, ISG Al Maha, ISG Dammam, ISG Jubail, and Sara Village School.

This position will report directly to the ISG Operations Manager and the Director of Operations.

The successful candidate will be expected to perform the following general responsibilities:

• Respond to urgent maintenance and custodial requests, dispatching them to appropriate personnel.
• Manage communications and inquiries received through the Support Services inbox.
• Track and assign maintenance requests via Kissflow to designated teams.
• Facilitate security access (Kissflow VAF) arrangements for contractors and vendors.
• Manage procurement activities, including processing purchase requests and finance documents, sourcing vendors, coordinating deliveries, and reviewing contractor invoices.
• Organize monthly maintenance schedules and liaise with external contractors (e.g., pest control, fire safety, pool testing).
• Maintain inventory of office, IT and maintenance supplies for Support Services.
• Process and arrange signage requests for doors, tables, and plaques.
• Record and coordinate the handling of lost and found items.
• Assist with shipment sorting and distribution across ISG campuses.
• Provide comprehensive administrative support to the ISG Operations Department, including maintaining records and databases, managing correspondence and reports, and coordinating meetings and communications.
• Reconcile procurement cards, petty cash, and assist with departmental budget tracking.
• Submit monthly departmental reports, including attendance and absence records.
• Assist with Operations projects, events, and special initiatives as required.
• Assist with the onboarding and offboarding for new contractors (issuance of ID, Code of Conduct, and CP training).
• Releasing and Ordering of toners and staples.
• Perform other duties as assigned by the Director of Operations.

The successful candidate will be expected to undertake one or more of the following specialized responsibilities:

Villa Setups

• Procuring household kits and groceries for the new incoming ISG staff who will be residing in ISG-approved accommodation.
• Overseeing the cleaning and setup of villas prior to their occupancy.
• Coordinating maintenance requirements with compound management and the ISG HR Department.
• Managing and updating accommodation inventory for onboarding and offboarding staff.

Events

• Maintain and update event calendars; review All-in-One Forms.
• Consolidate weekly schedules; coordinate event setups.
• Monitor and track event-related staff overtime and trade day usage.
• Review and process Visitor Appointment Forms for event access.
• Manage the inventory of equipment, tools, furniture, and materials that are used for ISG events.

Mail and Switchboard

• Manage mail operations, including internal mail runs, external mail services through SPL and DHL as needed, distribution, staff inquiries, and postage supply maintenance.
• Operate the ISG Dhahran switchboard, directing calls, relaying messages, recording call logs, and responding to basic campus inquiries.

Transportation

• Coordinate and process ISG staff transportation for pre-approved business trips, adhering to ISG policies, and process transportation requests with required approvals.
• Maintain accurate records of transportation arrangements, costs, vendor data, and ISG approvals in the ISG system.
• Process transportation-related invoices and expense reports accurately, ensuring compliance with ISG financial procedures.
• Assist in developing/maintaining efficient transportation request and arrangement processes, following ISG best practices.

Helpdesk

• Serve as the initial point of contact for end-users seeking assistance with Kissflow and Google Workspace applications via phone, email, and/or ticketing system.
• Provide prompt, courteous, and accurate first-level technical support, aiming for first-call resolution whenever possible.
• Escalate complex technical issues that require in-depth knowledge to a Google Administrator, providing detailed information about the problem and troubleshooting steps taken.
• Potentially assist with basic IT support tasks beyond Kissflow and Google Workspace as needed (e.g., password resets, basic hardware troubleshooting).
• Manage IT inventory and coordinate repair services.

Operations Support and Purchasing

• Manage IT and non-IT purchase inquiries and requests from the District Office and all schools, including research, vendor coordination, quote acquisition, and processing of finance documents (e.g., CJF, bid analysis).
• Handle end-to-end procurement for IT infrastructure projects, school maintenance, and building improvements in Aziziyah, Dammam, and Jubail, including purchase requisition, invoice processing, delivery coordination, and project scheduling.
• Oversee the Operations Department's financial transactions by monitoring procurement cards and cash expenditures.
• Track and process district-wide IT software, subscription renewals, and Operations maintenance contracts.
• Manage ISG business accounts with STC and Mobily, including service requests, cancellations, transfers, and portal administration for the District Office and schools.
• Submit monthly absence reports for the Operations Department.
• Manage the inventory of Aziziyah campus keys and flags.
• Perform other duties as assigned by the manager.

The successful candidate should ideally have:

• Bachelor degree;
• Previous work experience related to Support services and maintenance is a plus;
• Flexible in working hours, able to work some weekends, off hours and holidays if needed;
• Able to work under pressure and meet daily deadlines;
• A team player that can work with minimal supervision.

The ideal candidate will have:

Experience

• With various computer applications is a plus.

Skills

• Excellent command of English and Arabic, both written and oral is a plus.