Administrative Assistant

About the Role

Jeddah Transport Company is seeking an Administrative Assistant to join its team in Jeddah, Makkah, Saudi Arabia. This full-time role involves coordinating and providing administrative support to a department, ensuring efficient day-to-day operations. The Administrative Assistant will play a key role in supporting documentation, record management, action tracking, scheduling, and logistical coordination.

Role Purpose

The primary purpose of this position is to enable timely follow-up, consistent documentation, and smooth internal communication in support of departmental priorities. The role ensures that administrative processes are managed effectively, contributing to the overall efficiency and organization of the department.

Key Responsibilities

• Provide administrative coordination across the department, including scheduling, calendar management, meeting logistics, travel coordination (as required), and day-to-day office support for departmental leaders and team members.
• Coordinate departmental forums by preparing agendas, meeting invitations, briefing packs, attendance lists, and minutes, while maintaining an organized repository of meeting materials and records.
• Capture, document, and track key decisions, action items, and escalations from forums; maintain action and escalation trackers, monitor due dates, follow up with action owners, and escalate overdue items to the relevant forum or authority.
• Support the preparation of presentations, templates, and standardized documents by formatting, consolidating inputs, and ensuring version control, consistency, and timely distribution.
• Maintain accurate records, correspondence, and filing systems (digital and physical where applicable) for departmental activities, ensuring confidentiality and appropriate access control.
• Coordinate internal communications for departmental-led activities (*, meeting confirmations, reminders, distribution of outputs and updates) to support clarity, timeliness, and stakeholder responsiveness.
• Provide administrative support for cross-functional workshops and planning sessions, including booking venues/virtual links, circulating materials, tracking attendance, and consolidating feedback notes.
• Support procurement and vendor administration for the department (as applicable) by coordinating documentation, tracking service requests, and maintaining records in line with internal processes.
• Support continuous improvement of administrative ways of working within the department by implementing processes, protocols, tools, and technology guides that improve consistency and efficiency.

Qualifications and Experience

• A minimum of 2 to 5 years of experience in an administrative support role.
• Demonstrated ability to coordinate and provide comprehensive administrative support.
• Experience in managing documentation, record keeping, and scheduling.

Work Environment

This is a full-time position based in Jeddah, Makkah, Saudi Arabia, within the Jeddah Transport Company. The role requires collaboration with departmental leaders and team members, supporting various administrative functions to maintain smooth operations.

Application Process

Candidates who meet the qualifications are encouraged to apply. Salary details will be discussed during the interview process.