General Goal
Finding competent management that offers efficient administrative and technical services to the Rector to accomplish the important and confidential tasks, and be his trustworthy in keeping the secrets of the job, arrange his duties, register his information, and organize his time accurately and easily.
Tasks
- Create and schedule the meetings of the Rector, doing the shorthand and coordinating the translation when needed.
- Prepare the Rector's meetings programs and displaying them every day for approval.
- Receive the private phone calls and forward them to the Rector according to previous instructions.
- The necessity to ensure all the Rector 's private communication devices such as (private phone - Mobile Phone - Fax - E-mail - internal network - internal and external extensions – network connection - visual communication - committees and councils system).
- Ensure site communication devices and how to split them: (the place of the communication devices associated with the senior leadership on the right side, and the rest of the devices on the left side of the office, make sure to put phone headsets in its rightful place on the device, keep the latest telephone directories for senior officials and others.
- Make all international and domestic confidential communications of the Rector, convert emails and text messages to paper format and present them to His Excellency.
- The necessity to know the places of the Rector's presence during meetings, secure communications , make sure of the accuracy of the required numbers in his communications.
- Organize and arrange the Rector's internal and external travel trips through inquiring about the favorite way to travel, the time of travelling and returning, making the appropriate booking, and arranging the hotel bookings for the Rector and his escorts.
- Prepare the itinerary agenda , the information and the necessary data to travel to the destination , contact the persons and the parties that the Rector is going to meet, and prepare the necessary financial arrangements.
- Prepare complete file about the Rector's trip, including an agenda of every day, the needed information and paperwork.
- Act in routine matters and do not busy the Rector with them.
- Prepare a list of the important visitors and dignitaries in accordance with the Public Relations and Protocols Unit.
- Prepare a statement about the received telephone calls during the Rector 's meeting or being busy , and contact him from time to time to be updated of the important events. Prepare the most prominent transactions, communications, and visitors' list to inform the Rector upon his return , or during the lengthy meetings to be directed.
- Create file for the topics that have been adjudicated, file for the deferred topics, and file for studying and following-up with other parties in coordination with the Follow up Unit in the office.
-Organize the meetings of dignitaries and officials visitors where the Rector evaluates the necessary meetings, in addition to determine the private meetings with specific dates in advance by the private secretary upon the Rector's guidance.
- Care over special secretariat offices, reception hall; equipping it for visitor's convenience, and setting up special place for dignitaries in coordination with the Public Relations and Protocols Unit.
- Head of the Office prepares and reviews the Rector's notebook daily, which includes all appointments and meetings, the necessity to inform the Rector before the visitor's entering, and to know the places of the Rector's presence constantly to remind him of his appointments.
- Head of the Office or the one who is assigned by him in the Special Secretariat has the right to open the secret mail and organize it through files presentation according to a specific classification.
- Attend the Rector's private and public meetings upon guidance and summarize the entire meeting, the important articles to save time and enable the Rector to have more time to do his other duties.
- Assist the Rector in meetings, protocols, and know his seat and his papers to share.