Business Operations Support Specialist

Summary

Urban Planning is not only the beating heart of NEOM but is leading the way globally in vertical and horizontal urbanism, changing the status quo on how progressive societies can thrive in collaboration with nature. Currently, Urban Planning is responsible for delivering a portfolio of work consisting of 40+ projects, requiring considerable planning, oversight, and control.

NEOM Urban Planning has experienced strategic growth over the last 12 months. To continue on this trajectory, we’re searching for a Business Support candidate to report directly to the Executive Director of Urban Planning and work closely with our executive team. From day one, the candidate will immediately impact our productivity, managing the schedules and communications of key company executives. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.

The ideal candidate will have proven experience in a Business Support role, with a special focus on executive-level support. Ultimately, the primary function of this role is to ensure everything runs smoothly for executive leaders.

Key Accountabilities and Responsibilities

• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing
• communications on the executive’s behalf
• Maintaining comprehensive and accurate records
• Performing minor accounting duties
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Answering phone calls in a polite and professional manner
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matter

Key Tasks

• Screens and directs incoming calls or visitors to the appropriate individual or department.
• Answers questions/inquiries as needed. Researches and follows up on inquiries that require more in-depth information.
• Assists the Department Executive with scheduling appointments and maintains updates/changes calendar as needed.
• Performs various clerical tasks utilizing knowledge of office systems and procedures. Types letters, correspondences, reports, and presentations as needed.
• Communicates both among the organization and to the community to successfully complete administrative needs as requested.
• Opens routes and/or answers routine correspondences. Processes billing invoices and maintains accurate records as necessary.
• Maintains office, provides day-to-day administration through phone, written and face-to-face contract with all those needed assistance from Department Executive’s office.
• Maintains an efficient and organized filing system, including contracts lists, and any other pertinent information to the department director.

Background, Skills

• Time management and ability to meet deadlines.
• Verbal and written communication skills.
• Strong organizational skills and ability to multitask.
• Problem-solving and decision making.
• Proactivity and self-direction.
• Interpersonal skills.

Qualifications

• Associate degree in business administration preferred or equivalent work experience.