Administrative Assistant
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Key skills for this role
About the Role
A confidential company in Jeddah is seeking an Administrative Assistant to provide secretarial, administrative, and clerical support to the Chairman and Vice Chairman. The role involves diary management, meeting coordination, travel arrangements, and office management.
Key Skills for This Role
Responsibilities
- Manage the Chairman's daily calendar and schedule, ensuring 100% accuracy
- Arrange meeting invites and appointments, prepare agendas and minutes
- Draft correspondence, official letters, agendas, reports, and presentations
- Screen telephone calls, enquiries, and requests
- Plan and arrange travel itinerary including ticket and hotel bookings, visa processing
- Prepare travel expense reimbursements in line with company policy
- Maintain the Chairman's office and ensure office equipment and facilities are in working condition
- Maintain and order stationery and grocery supplies for the department
- Devise and maintain office systems including data management, filing, and document tracking
- Coordinate incoming and outgoing communications and documentation
- Provide support and assistance to the Chairman and his family in administrative and coordination tasks
Requirements
- Graduate from any recognized university
- Read, write, and speak both Arabic and English fluently
- Saudi nationals preferred
Full Job Posting
Job Purpose
- Looking for an Administrative Assistant 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.
- Basic duties involve diary management, greeting visitors, answering telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management.
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.
- Ensure that all correspondence, reports, letters and other documents are professionally written and well prepared and submitted on time.
- 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 related to travel.
- Ensure that all travel requests are cost effective and that travel itineraries are reasonably paced and meet the business requirements.
- Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.
Office Management and Filing
- Responsible for the upkeep and maintenance of the Chairman's office and ensure that all office equipment & facilities are in working condition.
- Responsible for maintaining and ordering stationery and grocery supplies for the department.
- Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
- Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Chairman.
- Provide support and assistance to the Chairman & his family in any administrative and coordination tasks as and when required.
Qualifications
- Graduate from any recognized university.
- Language Proficiency: Read, Write and Speak both Arabic & English Fluently.
- Preferred Saudi Nationals Only.
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