Administrative Assistant📣 Job Ad

About the Administrative Assistant Role

Dar Al-Hekma University is seeking a dedicated Administrative Assistant to join its team in Jeddah. This full-time position requires an individual with 2-5 years of relevant experience to provide essential support to a department. The role involves a range of administrative tasks focused on enhancing operational efficiency and supporting departmental functions.

Key Responsibilities

The Administrative Assistant will be responsible for a variety of duties to ensure smooth departmental operations. This includes:

• Communicating administrative procedures and policies verbally to staff, faculty, department heads, and university administrators.
• Organizing records, coordinating, and scheduling meetings.
• Facilitating and coordinating department workshops and major events.
• Typing and filing all required correspondences, including letters, reports, memoranda, and minutes of meetings.
• Coordinating the collection and preparation of operating reports, such as budget expenditures and statistical performance data.

Operational Improvement and Management

A key aspect of this role is contributing to the continuous improvement of departmental workflows and procedures. This involves:

• Seeking opportunities to improve workflow and simplify administrative procedures.
• Analyzing department operating practices, including recordkeeping systems, forms control, office layout, and performance standards, to develop new or revise existing procedures.
• Contributing to effective team management by addressing relevant problems, issues, and opportunities.
• Organizing and maintaining the office filing system.
• Updating work duties to align with the university's vision and future requirements.

Qualifications and Experience

Candidates for this position should possess the following qualifications:

• A minimum of 2 years of experience in an administrative support role.
• Proven ability to manage multiple tasks and prioritize effectively.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.

Work Environment and Type

This is a full-time position based in Jeddah. The role operates within a university setting, requiring interaction with academic and administrative staff.