Administrative Assistant

Administrative Affairs Responsibilities

·        Tracking in government and private sector departments for all matters related to the company and its employees

·        Coordinating with other departments of the company in all its affairs before government agencies and the private sector

·        Authenticating all letters and decisions through the Chamber of Commerce

·        Following up invoices and issuing and deleting services with service companies (electricity - internet - telephones - mobile phones - water - Tam - insurance - gasoline cards - Saudi postal services, etc.)

·        Implementing all government platform services (Commerce - Baladi - Fasah - Environment - Industry - Transport - Water - Zakat - Sabr - Ijar - Najiz - Traffic, etc.)

·        Obtaining offers from private sector companies (real estate - supplies - cars, etc.)

·        Providing the company's internal supply needs

·        Following up on maintenance in the company's facilities and properties (work premises - vehicles - company housing, etc.)

·        Issuing commercial visit visas with the Ministry of Foreign Affairs

·        Creating administrative letters for government or private sectors or internal departments and archiving them

·        Following up on the company contracts, organizing them, reviewing, and archiving them (leases - agreements, etc.)

·        Requirements for Human Resources Management and Administrative Affairs (supporting the team when needed)

Requirements for the Administrative Affairs Officer

·        University degree

·        12 years of experience

·        English language

·        Familiarity with Office programs (Word and Excel)

Incentives and Benefits

·        Attractive salaries

·        Annual leave

·        Medical insurance

• Assist the General Manager in managing their schedule, appointments, and meetings.
• Handle incoming and outgoing communications on behalf of the General Manager.
• Organize and maintain documents, files, and reports efficiently.
• Arrange and schedule meetings, prepare agendas, take meeting minutes, and follow up on action items.
• Coordinate travel and accommodation arrangements for the General Manager.
• Prepare and proofread reports, presentations, and correspondence.
• Assist in coordinating and tracking various projects managed by the General Manager.
• Ensure an organized office environment and maintain adequate stock of supplies.
• Maintain confidentiality regarding sensitive company information.
• Act as a point of contact between the General Manager and internal or external stakeholders.

• Bachelor's in Business Administration (BBA) or Diploma in Administrative Secretary.
• 3 years of experience as an Executive Assistant or similar role.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize effectively.
• High school diploma or equivalent; additional qualifications as an Executive Assistant are a plus.

• Strong interpersonal skills with a friendly demeanor.
• Detail-oriented with problem-solving abilities.
• Ability to work independently and in a team environment.
• Adaptability to thrive in a fast-paced environment.

• Provide front desk coverage and greet visitors professionally.
• Assist in meeting preparations, including setting up and breaking down conference rooms.
• Manage facilities for scheduled events.
• Maintain the office's professional appearance and cleanliness.
• Assist with logistics for meetings, including room preparation.
• Stock office supplies and monitor inventory.
• Work closely with the APCO IT team.
• Deliver administrative inductions for new joiners.
• Support senior staff with calendar management, time and expense submissions, and travel coordination.
• Document creation and processing tasks.
• Assist with building access and property management.
• Arrange daily transportation schedules for drivers.
• Liaise with internal departments and manage client appointments.
• Support new business vendor registrations as required.

• Bachelor’s Degree with 1 year of relevant experience.
• Experience in advertising, PR, consulting, or financial services is a plus.
• Strong communication skills, both oral and written.
• Solution-oriented with exceptional problem-solving capabilities.
• Proficient in MS Excel, PowerPoint, and Word.

• In office duties.
• Travel is not required.
• Willing to work additional or irregular hours as needed.