Administrative Personal Assistant

About the Role

H&H Shaker is seeking an Administrative Personal Assistant to provide comprehensive administrative and personal support to senior management. This full-time position is based in Makkah, with operations also in Jeddah, and requires an individual with 2-5 years of relevant experience. The role focuses on ensuring efficient daily operations, effective inter-departmental coordination, professional communication, and timely completion of assigned tasks.

Key Responsibilities

• Handle daily administrative tasks, including correspondence, document preparation, and filing.
• Prepare business letters, reports, presentations, and meeting minutes.
• Maintain organized records and ensure the accuracy and confidentiality of company documentation.
• Coordinate with internal departments, branches, and external stakeholders to facilitate business operations.
• Follow up on pending requests, assigned tasks, and management instructions.
• Manage management’s daily schedule, calendar, appointments, and meetings.
• Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries.
• Organize meetings, prepare agendas, and ensure all required documents are available.
• Screen and coordinate incoming calls, emails, and meeting requests.
• Act as a liaison between management, employees, departments, and external parties.
• Communicate professionally in both Arabic and English.
• Monitor deadlines and provide regular updates to management on outstanding tasks.
• Prioritize tasks and manage multiple assignments effectively.
• Perform additional administrative duties as assigned by management.

Qualifications and Requirements

• 3-5 years of experience in an administrative or personal assistant role.
• Demonstrated ability to manage business schedules, confidential documents, meetings, and travel arrangements.
• Strong organizational and proactive skills.
• High level of trustworthiness and discretion.
• Proficiency in preparing business letters, reports, presentations, and official documents.
• Excellent communication skills in both Arabic and English, written and verbal.
• Ability to coordinate effectively with various internal and external stakeholders.

Key Performance Indicators

• Timely completion of administrative assignments and management requests.
• Accuracy and quality of reports, correspondence, and official documents.
• Effective scheduling and coordination of meetings and appointments.
• Timely follow-up on pending tasks and management instructions.
• Accuracy and efficiency in travel and meeting arrangements.
• Professional communication and effective coordination with relevant stakeholders.
• Compliance with company procedures and confidentiality requirements.

Working Relationships

The Administrative Personal Assistant will work closely with Senior Management, and interact with various internal departments including HR, Finance, Sales, Marketing, Service, and Logistics. External interactions will include customers, suppliers, service providers, and other business contacts as required.

General Statement

The employee is expected to perform the duties outlined above and any other reasonable, job-related responsibilities assigned by management in accordance with company policies and business requirements.