Administrative Assistant
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Key skills for this role
About the Role
Confidential company in Jeddah seeks an Administrative Assistant to provide secretarial and clerical support to the Chairman and Vice Chairman. The role requires managing schedules, correspondence, travel arrangements, and office management with discretion and professionalism.
Key Skills for This Role
Responsibilities
- Maintain and manage the Chairman's daily calendar and schedule with 100% accuracy
- Arrange meeting invites and appointments, ensuring agendas are distributed 24 hours in advance and minutes prepared within 24 hours
- Draft correspondence, official letters, agendas, reports, and slide presentations
- Screen telephone calls, enquiries, and requests
- Plan, organize, and arrange travel itinerary including ticket and hotel bookings and visa processing
- Maintain office systems, including data management, filing, and document tracking
Requirements
- Graduate from any recognized university
- Read, write and speak both Arabic and English fluently
Full Job Posting
Job Purpose
- Looking for an Administrative Assistant in Industrial City to provide secretarial, administrative and clerical support to The Chairman and The Vice Chairman.
- This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment.
Key Accountabilities
- Responsible for maintaining & managing the Chairman's daily calendar and schedule; 100% calendar accuracy at all times
- Arrange meeting invites and appointments and ensure the Chairman is well prepared for the meetings
- Meetings are coordinated so that all critical attendees are present, agendas are distributed 24 hrs in advance and minutes are prepared and distributed within 24 hrs after the meeting
- Attend meetings and take minutes as and when required
- Act as the Chairman's first point of contact and liaise with people from both internal and external organisations
- Ensure that tasks and situations are professionally handled and dealt with
- Responsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents
- Responsible for screening telephone calls, enquiries and requests
- Plan, organize and arrange the Chairman's travel itinerary including ticket and hotel bookings, visa processing, and other documentations
- Ensure that all travel requests are cost effective and that travel itineraries are reasonably paced
- Responsible for preparing travel expense reimbursements in line with company policy
- Responsible for the upkeep and maintenance of the Chairman's office and office equipment & facilities
Qualification
- Graduate from any recognized university
- Read, Write and Speak both Arabic & English Fluently
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