Administrative Assistant📣 Job Ad

Join Our Team as an Administrative Secretary!

At CLEAR Engineering Consultants, we specialize in high-rise building design and engineering solutions. We are widely recognized for delivering innovative and sustainable engineering services for iconic skyscrapers. We are seeking a highly organized and detail-oriented Administrative Secretary to support our growing team.

Job Summary:
The Administrative Secretary will provide essential support to the General Manager, ensuring smooth daily operations and contributing to overall office efficiency. The ideal candidate should possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Key Responsibilities:

• 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.

Qualifications:

• 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.

Personal Attributes:

• 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.

Join us in driving success in the engineering and design industry!

Join Our Team as an Administrative Assistant at APCO
We are looking for an Administrative Assistant to join APCO's office in Riyadh. This role is essential for supporting the office’s daily operations and ensuring everything runs smoothly.

Key Responsibilities:

• 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.

Qualifications:

• 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.

Work Conditions:

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

APCO is committed to building diverse teams that bring the best perspectives to our clients, creating a positive and welcoming work experience for everyone.

About the Role:
The Executive Support role is pivotal in ensuring the seamless operation of executive-level functions. This position provides comprehensive administrative, organizational, and strategic support to the executive leadership, facilitating the smooth execution of high-level initiatives and engagements while maintaining the utmost confidentiality and professionalism.

Key Responsibilities:

• 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.

Qualifications and Experience:

• 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.

Preferred Competencies:

• 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.