Administrative Assistant📣 Job Ad

About the Role

NBS Holdings is seeking an Administrative Assistant to provide direct administrative support to the CEO. This full-time position is based at the company's headquarters in Al Khobar, Eastern region. The role encompasses executive administration, document control, correspondence management, office coordination, and task follow-up. The ideal candidate will be organized, reliable, and proactive, capable of maintaining a high level of professionalism and confidentiality in all interactions.

Key Responsibilities

• Provide direct administrative support to the CEO, managing appointments, meetings, reminders, calls, and daily priorities.
• Organize and monitor assigned tasks, deadlines, pending actions, and required follow-ups, maintaining clear trackers and providing regular progress updates.
• Manage executive emails, correspondence, invitations, and official communications.
• Draft, review, format, and organize professional emails, letters, reports, presentations, and business documents.
• Communicate professionally with government entities, private-sector organizations, clients, partners, suppliers, and individuals.
• Coordinate meetings, prepare agendas, supporting documents, presentations, and meeting minutes, and follow up on decisions and assigned actions.
• Receive, classify, distribute, and archive incoming and outgoing documents.
• Maintain an organized document-control system for contracts, proposals, reports, approvals, correspondence, and company records, applying proper file naming, version control, document status, confidentiality, and access procedures.
• Ensure documents are complete, updated, approved, properly filed, and easy to retrieve, maintaining organized electronic and physical filing systems.
• Coordinate signatures, approvals, document submissions, and official responses.
• Prepare and update company forms, profiles, presentations, contact lists, and administrative records.
• Coordinate business travel, transportation, meetings, site visits, and external appointments when required.
• Follow up with internal departments and project teams regarding reports, deliverables, approvals, and assigned responsibilities.
• Support the administrative requirements of the company’s head office, coordinating visitors, office supplies, service providers, and general office requirements.
• Identify urgent matters, delays, and unresolved issues, reporting them promptly.
• Coordinate communications with clients and partners operating across different international time zones.
• Handle confidential executive, financial, commercial, and company information with complete discretion.
• Perform other administrative and coordination duties according to the CEO’s priorities and business requirements.

Required Qualifications and Experience

• Minimum of 1 year of relevant experience in administration, executive support, document control, office coordination, or a related role.
• Good knowledge of document control, filing, archiving, and version management principles.
• Demonstrated ability to prepare professional correspondence, meeting minutes, reports, presentations, and task trackers.

Essential Skills and Attributes

• Strong professional email-writing and business communication skills.
• Exceptional organizational, time-management, coordination, and follow-up skills.
• High attention to detail and accuracy.
• Ability to manage multiple responsibilities, changing priorities, and strict deadlines effectively.
• Ability to work independently and ensure tasks are completed thoroughly.
• Professional communication skills for interactions with clients, senior representatives, government entities, and external stakeholders.
• High level of confidentiality, reliability, and professional judgment.

Work Environment and Logistics

• The position is based at the company’s headquarters in Al Khobar, Saudi Arabia.
• Flexibility to coordinate outside standard working hours when required, particularly due to international clients and varying time zones.
• Willingness and ability to travel or work from different locations based on business needs.
• Must possess a valid driving licence and have access to a personal vehicle.

Application Information

NBS Holdings is seeking a dedicated professional to join its team. Qualified candidates who meet the outlined requirements are encouraged to submit their application.