Administrative Assistant

Job Title:

Executive Administrative Assistant to CEO

Company Overview

A leading company in the field of management and operation of restaurants in the Kingdom of Saudi Arabia, striving to provide the best services and innovative dining experiences. Our company is continuously expanding and looking for outstanding talents to support the executive leadership and achieve growth objectives.

Job Description

As an Executive Administrative Assistant, you will work directly under the supervision of the CEO and serve as a link between him and the rest of the work teams and external parties. The role requires high flexibility in work, the ability to take initiative, and advanced organizational and technical skills to ensure efficient and effective workflow.

Key Responsibilities

Managing the CEO's agenda:

Coordinating meetings and calls and organizing daily priorities.

Monitoring critical appointments and reminding of tasks.

Communication and follow-up:

Main Responsibilities and Tasks:

Managing the agenda and appointments: Organizing and managing the complex schedule of the CEO, including setting appointments, meetings, conferences, and trips, ensuring reminders for important dates, and providing necessary materials.

Communication and correspondence: Efficiently and professionally handling phone calls, emails, and incoming and outgoing mail, filtering messages, prioritizing them, routing them to the relevant parties or responding on behalf of the CEO.

Preparing reports and presentations: Collecting data and preparing regular and special reports, creating professional presentations using programs like PowerPoint.

Organizing meetings and taking minutes: Coordinating and preparing for internal and external meetings, including reserving rooms, preparing agendas, and distributing relevant materials, recording meeting minutes, and following up on the implementation of decisions.

Managing files and records: Creating and maintaining an effective system for storing electronic and paper files and records, ensuring easy access to and retrieval of information.

Coordinating with other departments: Acting as a point of contact between the CEO's office and other departments in the company, facilitating the flow of information and collaboration between different departments.

Travel and accommodation arrangements: Organizing travel and accommodation bookings for the CEO, preparing detailed travel plans and necessary documents.

Expense management: Preparing and tracking expense reports for the CEO and verifying related invoices and documents.

Assisting with special projects: Providing administrative and organizational support for special projects assigned by the CEO, including research, information gathering, and coordination with relevant parties.

Handling confidential documents: Maintaining the confidentiality of important information and documents and handling them with care and discretion.

Performing other tasks assigned by the CEO: Undertaking any other administrative or executive tasks assigned by the CEO to ensure smooth workflow.

Understanding the fundamentals of restaurant work (additional advantage): A general familiarity with restaurant operations and the challenges facing this sector would be a valuable additional advantage.

Ability to think proactively: Anticipating the CEO's needs and providing necessary support before it is requested.

Problem-solving: Identifying administrative and organizational issues and suggesting effective solutions.

Requirements and Qualifications

Educational Qualification: Bachelor's degree in Business Administration, Office Management, Executive Secretarial Studies, or related field.

Work Experience:

2 years or more in the role of Executive Assistant or Administrative Assistant to senior management, preferably in the hospitality or restaurant sector.

Technical Skills:

Full proficiency in Microsoft Office tools (Outlook, Word, Excel, PowerPoint).

Experience in Power BI for data analysis and report creation.

Ability to use project management platforms (such as Asana or Trello).

Personal Skills:

Effective organization and time management.

High attention to detail and ability to handle sensitive information with complete confidentiality.

Excellent communication skills in Arabic and English (verbal and written).

Initiative and ability to work under pressure.

Work Nature and Conditions

Work System: Remote 80% of the time, with one day per week in the Riyadh office (Nansi neighborhood or a major financial center), with the possibility of increasing attendance days if necessary for events or important meetings.

Working Days: 5 days a week, 8 hours daily.

Location: Riyadh (presence or ability to attend the headquarters when necessary is required).

Benefits and Privileges

Competitive salary to be negotiated based on experience.

Professional and training development program.

Dynamic and innovative work environment.

Annual bonuses and incentives linked to performance.

If you have a passion for organization and management and are looking for an opportunity to work remotely with flexible hours in the hospitality industry, we look forward to receiving your resume and a cover letter outlining how your experiences match our requirements.