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

• Set project timeline
• Monitor project deliverables
• Update relevant stakeholders or team members on the project progress
• Coach and support project team members with tasks you assign them

• Define project objectives and scope.
• Develop a detailed work plan that includes tasks, responsibilities, timelines and budgets.
• Identify the resources required for the project (human, material and financial).

• Follow up on the progress of work according to the plan.
• Manage the human resources allocated to the project.
• Resolve problems that may arise during the implementation of the project.
• Communicate with all parties concerned with the project (clients, working teams, management).

• Continuously monitor the progress of the project and compare it to the plan.
• Make the necessary adjustments to the plan if needed.
• Provide periodic reports on the status of the project.

• Ensure that the project objectives are achieved.
• Hand over the project to the client.
• Evaluate project performance and identify lessons learned.

• A university degree in business administration, engineering or a related field.
• A professional certificate in project management such as PMP (Project Management Professional) is preferred.

• Previous experience in managing similar projects.
• A deep understanding of the project life cycle.
• Knowledge of project management tools.

• Planning and Organizational Skills
• Communication Skills
• Problem Solving Skills
• Leadership Skills
• Negotiation Skills
• Technical Skills

• Coordinate and manage executive schedules, meetings, and engagements, ensuring optimal time management and prioritization of commitments.
• Draft, review, and edit high-quality correspondence, reports, speeches, and presentations in both Arabic and English.
• Prepare detailed agendas, manage meeting logistics, and ensure the timely distribution of pre- and post-meeting documentation.
• Attend executive meetings, document critical discussion points, decisions, and action items, and follow up with relevant stakeholders to ensure timely execution.
• Serve as the primary point of contact between executive leadership and internal departments or external partners, fostering effective communication and alignment.
• Maintain and manage confidential records, documentation, and filing systems in accordance with organizational standards.
• Track delegated tasks and projects assigned by executive leadership, providing progress updates and ensuring adherence to timelines.
• Conduct background research and data analysis to support strategic decision-making and special initiatives.
• Coordinate with external stakeholders including government entities, regulatory agencies, and business partners for official correspondence and appointments.
• Uphold a high degree of discretion, professionalism, and confidentiality in all aspects of executive support.

• Bachelor’s degree in Business Administration, Management, or a related field.
• A minimum of 35 years of progressive experience in a high-level executive or administrative support role.
• Exceptional written and verbal communication skills in both Arabic and English.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Strong interpersonal skills, with the ability to interact professionally with senior executives, clients, and stakeholders.
• Highly organized with a proactive approach to managing complex schedules and multiple priorities.

• Experience working in executive offices or high-level governmental or corporate environments.
• Familiarity with project and task management tools (*, Asana, Trello, or MS Project).
• Capability to work under pressure while maintaining attention to detail.
• Demonstrated initiative, critical thinking, and problem-solving abilities.