Administrative Assistant
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Key skills for this role
About the Role
Greenberg Traurig, a global law firm, seeks an Administrative Assistant for its Riyadh office. The role involves serving as the first point of contact for visitors, managing incoming calls, and providing administrative support to attorneys and the office.
Key Skills for This Role
Responsibilities
- Act as first point of contact for visitors, greet guests and notify internal parties of arrival
- Answer incoming calls and direct them appropriately
- Assist with administrative support including travel/hotel needs
- Coordinate transportation needs for internal and external customers
- Reserve visitor offices, schedule meetings, and coordinate conference room reservations
- Manage setup for conference rooms and order catering for meetings and events
- Purchase, track, and stock food/beverage supplies; submit invoices for payment
- Maintain visitor/delivery logs and outgoing package logs
- Perform office services tasks including internal mail delivery, arranging messenger services, processing incoming/outgoing mail, faxing, large print, scan/copy
- Monitor office supplies and order new stationery, furniture, appliances, electronics as required
- Assist with logistics of events, receptions, sponsorships, including maintaining RSVP lists and creating nametags
- Assist with coordination and development of office newsletters and other office communications
Requirements
- Diploma or College Degree or equivalent experience; additional certification is a plus
- Minimum 3 years of experience as a receptionist or administrative assistant in a professional environment
- Fluency in both Arabic and English
- Computer proficiency in Windows based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook
Full Job Posting
Position Summary
- Primary focus is to act as first point of contact for visitors and manage incoming calls.
- Support office needs such as placing orders for food or stationery, maintaining conference room area, tracking mail requests, and assisting attorneys with administrative support.
- Support Managing Shareholders and Business Director in various functions by performing clerical and administrative tasks.
Key Responsibilities
- Creates an exceptional first impression for clients and visitors; greets guests and promptly notifies internal parties of arrival.
- Ensures all guests check in at reception immediately upon arrival to maintain security.
- Answers incoming calls and directs them appropriately.
- Assists with administrative support, including travel/hotel needs.
- Coordinates transportation needs for internal and external customers, including cabs and car services.
- Reserves visitor offices, schedules meetings, and coordinates conference room reservations; proactively monitors conference room schedule.
- Manages setup for conference rooms to ensure reservation requests are met.
- Orders catering, assists with setup for all meetings and events.
- Purchases, tracks, and stocks food/beverage supplies; identifies and works with vendors; submits invoices for payment.
- Accurately and thoroughly maintains visitor/delivery logs and outgoing package logs.
- Performs office services tasks including internal mail delivery, arranging messenger services, processing incoming/outgoing mail, faxing, handling large print, scan and/or copy.
- Monitors office supplies and orders new stationery, furniture, appliances, and electronics as required.
Qualifications
- Excellent interpersonal and communication skills (oral and written), professional demeanor and presentation.
- Provide outstanding client service, meet high quality standards, proactive in seeking innovative ways to help others.
- Self starter who can work independently with minimal supervision.
- High attention to detail, outstanding organizational skills and ability to manage time effectively.
- Fluency in both Arabic and English.
- Diploma or College Degree or equivalent experience; additional certification is a plus.
- Minimum 3 years of experience as a receptionist or administrative assistant in a professional environment.
- Computer proficiency in Windows based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook.
- Exceptional computer skills with ability to learn new software applications quickly.
- Proactive approach to learning and adapting to emerging AI and related technologies.
- Demonstrates basic understanding of artificial intelligence (AI), including core capabilities, limitations, and importance of data privacy, accuracy, verification, and ethical considerations.
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