Administrative Assistant

The administrative assistant's role revolves around providing daily administrative support to the general manager and the management team, ensuring the smooth running of office operations. The job requires strong organizational skills, the ability to work under pressure, and the ability to maintain confidentiality. The administrative assistant manages correspondence, organizes meetings, and prepares the necessary documents to achieve efficiency in the work environment. Summary

Administrative Support:

• Manage schedules and organize meetings and events

• Prepare travel arrangements and accommodation bookings

• Prepare documents and presentations

Document Management:

• Edit and review correspondence and reports in both Arabic and English

• Organize files systematically (electronically and physically)

• Ensure documentation of internal and external correspondence

Office Coordination:

• Manage office requests and ensure supplies are available

• Deal with suppliers and external service providers

• Support the onboarding process for new employees

Communication:

• Respond to routine inquiries and direct them to the appropriate parties

• Prepare and distribute administrative announcements and memos

• Facilitate communication between different departments

Planning and Problem Solving:

• Organize events and meetings while ensuring logistical readiness

• Propose improvements to administrative processes

• Manage urgent tasks and daily changes efficiently

Requirements:

• Proficiency in Arabic and English, both spoken and written

• Proficiency in computer use and Microsoft Office programs (Excel, Word, PowerPoint)

• Excellent organizational and communication skills

Working Hours:

• From 9 AM to 5 PM

• From Sunday to Thursday

• Semi-flexible work hours, with the possibility of remote work on some days

• Administrative and Secretarial Support:
  • Manage the Managing Director’s calendar and organize meetings.
  • Attend meetings, prepare detailed Minutes of Meetings (MOM), and ensure follow-up.
  • Handle all correspondence and organize travel arrangements.
  • Maintain an organized filing system for documents and reports.
• Strategic and Analytical Support:
  • Prepare analytical reports and presentations for the Managing Director.
  • Monitor progress on strategic development and improvement plans.
  • Develop and maintain a KPIs management dashboard.
  • Conduct research and compile data for decision-making.
• Compliance and Standards:
  • Ensure compliance with company standards and monitor regulatory requirements.
  • Act as the Compliance Officer and coordinate compliance-related activities.
• Coordination and Communication:
  • Serve as the main point of contact for internal/external stakeholders.
  • Coordinate with department heads for project updates and alignment.
  • Support cross-functional teams in executing strategic objectives.

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum of 5 years of experience as an Executive Assistant to MD or C-level executives.
• Proven experience in preparing reports, dashboards, and presentations.
• Familiarity with compliance standards is desirable.

• High level of discretion and professionalism.
• Strong organizational and multitasking skills.
• Excellent communication skills in English; proficiency in Arabic is a plus.
• Proficient in Microsoft Office Suite and relevant software.
• Analytical mindset and ability to interpret complex data.
• Strong interpersonal skills and ability to work collaboratively.
• Self-motivated and proactive.

• High integrity and ethical standards.
• Results-oriented problem-solver.
• Strong time management skills.
• Adaptable to changing priorities.