Administrative Assistant📣 Job Ad

What do we offer? 

Fully integrated with a growing team -you will support the partners across the different administrative aspects from  reception to administrative support in a well-organized and timely manner. 

We are seeking a detail-oriented Administrative Assistant to provide comprehensive support to our management team by handling various office duties and administrative tasks. The ideal candidate will excel in managing calendars, coordinating meetings, organizing files, preparing correspondence, maintaining office supplies, and processing expense reports while demonstrating strong organizational and multitasking abilities. The successful candidate must possess excellent communication skills, proficiency in Microsoft Office Suite, and the ability to maintain confidentiality while working in a fast-paced environment.

About the Job
We are seeking an experienced and proactive Administrative Assistant to provide comprehensive support to 2-3 leadership team members. This role requires exceptional organizational skills, professionalism, and the ability to handle sensitive information with discretion.

Key Responsibilities:

• Executive Support:
  • Provide day-to-day administrative support to assigned leadership members, including managing schedules, coordinating meetings, and preparing agendas.
  • Act as a liaison between leadership and internal/external stakeholders, ensuring clear and timely communication.
  • Handle confidential and time-sensitive materials and information appropriately.
  • Coordinate projects in terms of timelines, updates, communication and documentation.
• Calendar and Travel Management:
  • Coordinate complex calendars, ensuring efficient scheduling across time zones.
  • Arrange and manage travel plans, accommodations, and itineraries for leadership team members.
• Document Management:
  • Prepare, edit, and distribute correspondence, reports, presentations, and other documents.
  • Maintain organized records, filing systems, and shared documents to ensure accessibility.
• Meeting Coordination:
  • Plan and coordinate meetings, including booking rooms, setting up conference calls, and preparing required materials.
  • Take minutes during meetings and follow up on action items as needed.
• Office Operations Support:
  • Manage office supplies and liaise with vendors as required.
  • Support event planning and logistics for team functions, training sessions, and workshops.

Qualifications:

• Nationality: Saudi local.
• Experience: 5-6 years of experience in administrative roles. Proven experience supporting multiple leadership members is highly preferred.
• Education: Diploma or Bachelor’s degree in Business Administration or a related field is preferred.
• Project management/coordination exposure or experience will be a plus.

Skills:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication skills in Arabic and English, both written and verbal.
• Highly organized with the ability to manage multiple tasks and priorities.
• Strong problem-solving skills and attention to detail.
• Professional demeanor and ability to maintain confidentiality.