Administrative Control Specialist Jobs in Riyadh

About the Role

Greenberg Traurig, LLP, a global law firm with offices in 15 countries, is seeking a full-time Administrative Assistant to join its team in Riyadh, Saudi Arabia. This role is essential for providing a professional first impression to clients, attorneys, and visitors, and for ensuring the efficient operation of a fast-paced legal environment. The position is based in-office.

Key Responsibilities

• Create a positive and professional first impression for clients and visitors.
• Greet guests promptly and notify internal parties of their arrival.
• Ensure all guests check in at reception to maintain security protocols.
• Answer incoming calls and direct them to the appropriate personnel.
• Provide administrative support, including assistance with travel and hotel arrangements.
• Coordinate transportation needs for clients, such as arranging cabs and car services.
• Reserve visitor offices, schedule meetings, and coordinate conference room reservations.
• Manage conference room setups to meet reservation requests.
• Order catering and assist with meeting and event setups.
• Purchase, track, and stock food and beverage supplies, working with vendors and submitting invoices.
• Maintain visitor, delivery, and outgoing package logs.
• Perform office services tasks including mail delivery, messenger services, mail processing, faxing, and handling large print, scan, and copy jobs.
• Monitor office supplies and order new stationery, furniture, appliances, and electronics as needed.
• Assist with event logistics, including maintaining RSVP lists and creating nametags.
• Support the coordination of office newsletters and other communications.
• Act as a liaison to building management for service requests.
• Maintain professionalism and confidentiality in all tasks.
• Assist with department activities such as processing invoices and expenses.
• Perform additional duties as assigned to support the office and attorneys.

Qualifications and Experience

• Diploma or College Degree or equivalent experience.
• A minimum of 3 years of experience in a receptionist or administrative assistant role within a professional environment.
• 2-5 years of relevant experience.

Required Skills and Competencies

• Excellent interpersonal and communication skills, both oral and written.
• Professional demeanor and presentation.
• Ability to provide high-quality client service.
• Proactive approach to assisting others.
• Ability to work independently with minimal supervision.
• High attention to detail and strong organizational skills.
• Effective time management abilities.
• Fluency in both Arabic and English.
• Proficiency in Windows-based software and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
• Exceptional computer skills with the ability to learn new software quickly.
• Willingness to learn and adapt to emerging AI and related technologies.
• Basic understanding of artificial intelligence (AI), including its capabilities, limitations, and the importance of data privacy, accuracy, verification, and ethical considerations.

Work Environment and Location

This is a full-time, in-office position located in Riyadh, Saudi Arabia. The role operates within a global firm environment, contributing to the smooth functioning of the legal practice.

Pharmacy Reports Management: Preparing and following up on inventory and daily and periodic reports for pharmacies in the most important 5 joints: (Sales reports, collection, supply, offer approval, support and problem-solving follow-up).

Contracts and Agreements: Drafting contracts and agreements with pharmacies and partners in cooperation with the General Administration.

Business Development: Searching for opportunities and partnerships that serve the institution according to general requirements and objectives.

Logistics Supervision: Following up on store orders and ensuring their completion within the specified time (whether from the internal warehouse or through logistics partners).

Partners Management: Managing the relationship with logistics partners and monitoring their performance.

Inventory and Import: Monitoring and following up on inventory, preparing periodic reports, and managing import requests.

Suppliers Management: Dealing with multiple suppliers (printers, etc.).

Team Management: Following up and supervising the tasks of the delivery team and giving the necessary directives in coordination with the management.

Administrative Organization: Organizing and archiving company documents, and coordinating periodic meetings between company departments.

Store Management: Participating in store and employee management when needed.

General Tasks: Performing any other tasks (field or office) assigned by management to ensure workflow.

 

• Manage the OUL calendar, scheduling meetings and communications with stakeholders.
• Handle incoming and outgoing correspondence including emails, phone calls, and letters.
• Assist in preparing reports and presentations as needed by the OUL.
• Maintain accurate records related to division administration.
• Organize departmental meetings and follow up on action items.
• Perform general office duties such as ordering supplies and managing office equipment.
• Track and report data on staff retention and vacancies.
• Support special projects and initiatives, monitoring progress.
• Facilitate communication between the OUL and staff, addressing inquiries.
• Ensure confidentiality of sensitive information and compliance with relevant regulations.

• Minimum of 2 years in an administrative role, preferably in a hospital environment.
• A degree in administration or related field, with necessary computer training.
• Excellent command of oral and written English.
• Strong computer skills including proficiency in MS Excel, Outlook, Word, and PowerPoint.

• Manage and organize daily office operations.
• Coordinate the CEO’s schedule, appointments, and meetings.
• Facilitate communication with external parties and team coordination.
• Prepare and organize files, documents, and reports as required.
• Professionally welcome visitors, clients, and partners.
• Represent the company at exhibitions, conferences, and events.
• Assist management with various operational and administrative tasks.

• Saudi nationality.
• Proficient in English, both spoken and written.
• Previous experience in administrative roles or the media field.
• Strong organizational and time management skills.
• Professional communication style.
• Proficiency in office tools and software.
• Able to multitask efficiently.
• Commitment to confidentiality and responsibility.
• Suitable transportation for commuting to the office.

• Monthly salary ranging from SAR 4,500 to SAR 6,000 based on experience.
• Medical insurance.
• Annual bonus linked to performance indicators.
• Creative work environment focused on music and audio production.

• Manage calendars, meetings, appointments, and travel arrangements.
• Prepare reports, presentations, and official correspondence.
• Coordinate with internal and external stakeholders professionally.
• Handle confidential information with a high level of discretion.
• Support daily administrative and operational activities.

• Minimum 3 years of experience in Executive Assistance, Office Management, or Secretariat roles.
• Excellent communication skills in both Arabic and English.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to work under pressure and manage multiple tasks efficiently.
• High level of professionalism and confidentiality.

About the Role

JPMorgan Chase is looking for a professional Business Assistant to join the Investment Banking team in Riyadh. As an integral part of the support, you will work to ensure business objectives are met, while representing the bank with the utmost professionalism, discretion, and delivering error-free work, to serve as an executive partner.

In this pivotal role, you will be responsible for organizing work and solving problems for the Investment Banking team, adding essential control to daily operations and significantly increasing productivity. This is an opportunity to work within one of the world's most innovative financial institutions.

Key Tasks and Responsibilities

• Maintain complex and detailed schedules, coordinating and managing the logistics of internal and external meetings.
• Arrange and coordinate complex domestic and international travel plans.
• Organize all aspects of external conferences and events, including catering and transportation arrangements.
• Process invoices and travel and entertainment (T&E) expense claims, ensuring strict adherence to all company policies and guidelines.
• Act as a subject matter expert on relevant policies and procedures, providing guidance to stakeholders.
• Produce high-quality written communications, including emails and memos, for individuals at all levels of the organization.
• Collaborate effectively with the administrative assistant team, fostering a positive partnership to ensure seamless and mutual support.
• Lead and coordinate special projects as requested by management.

Qualifications and Requirements

• Proficiency in Arabic, spoken and written.
• Excellent proficiency in English, including reading, writing, and speaking.
• Proven experience dealing with senior management, demonstrating discretion and good judgment in confidential situations.
• Required experience in the banking sector or multinational corporations (MNC).

Required Skills

• Strong proficiency in the Microsoft Office suite.
• Advanced organizational skills.
• Exceptional interpersonal skills, excellent written and verbal communication skills.
• Excellent telephone etiquette.
• Proven ability to manage competing priorities, including effective calendar management.
• Discretion and good judgment in handling sensitive and confidential matters.

Additional Information

Company: JPMorgan Chase

Location: Riyadh, Riyadh Region, Saudi Arabia

Job Type: Full-time

* Morgan is a global leader in financial services, renowned for providing strategic advice and products to prominent corporations, governments, wealthy individuals, and institutional investors worldwide. The firm's "first-class business in a first-class way" approach contributes to its commitment to building trusted, long-term partnerships to help clients achieve their business objectives.

* Morgan's Global Banking division is one of the largest wholesale banking client franchises globally, serving a diverse range of clients including corporations, governments, states, municipalities, healthcare organizations, educational institutions, banks, and investors. The Global Investment Banking division specifically supports a wide array of clients by offering strategic advice, capital raising expertise, and risk management solutions.

About the Role

GT Restructuring is seeking a dedicated and organized Administrative Assistant to join its full-time team in Riyadh, Saudi Arabia. This role is essential for providing a professional and welcoming experience for clients, attorneys, and visitors, serving as the initial point of contact for the office. The position offers competitive compensation and benefits within an innovative and collaborative environment. The ideal candidate will be detail-oriented, capable of managing multiple priorities in a fast-paced legal setting, and possess a proactive, client-focused approach.

Key Responsibilities

• Create a positive and professional first impression for clients and visitors by greeting them and promptly notifying internal parties of their arrival.
• Ensure all guests check in at reception upon arrival to maintain office security.
• Answer incoming calls and direct them to the appropriate personnel or department.
• Provide comprehensive administrative support, including assistance with travel and hotel arrangements.
• Coordinate transportation for internal and external clients, arranging taxis and car services to various destinations.
• Reserve visitor offices, schedule meetings, and coordinate conference room reservations, proactively monitoring the schedule.
• Manage conference room setups to meet all reservation requests prior to scheduled meetings.
• Order catering and assist with setup for meetings and events.
• Purchase, track, and stock food and beverage supplies, liaising with vendors and submitting invoices for payment.
• Maintain accurate visitor, delivery, and outgoing package logs.
• Perform office services tasks including internal mail delivery, arranging messenger services, processing mail, faxing, and handling large print, scan, and copy jobs.
• Monitor office supplies and order new stationery, furniture, appliances, and electronics as needed.
• Assist with event logistics, receptions, and sponsorships, including managing RSVP lists and creating nametags.
• Support the coordination and development of office newsletters and other communications.
• Serve as a liaison to building management, submitting service requests as required.
• Maintain a high degree of professionalism and confidentiality in all duties.
• Assist with other department activities as needed, such as processing invoices and expenses, and perform additional assigned duties.

Qualifications and Requirements

• Diploma or College Degree or equivalent experience.
• A minimum of 3 years of experience in a receptionist or administrative assistant role within a professional environment.

Required Skills

• Excellent interpersonal and communication skills, both oral and written.
• Professional demeanor and presentation.
• Ability to provide outstanding client service and meet high quality standards.
• Proactive in seeking innovative ways to assist others.
• Self-starter capable of working independently with minimal supervision.
• High attention to detail and outstanding organizational skills.
• Effective time management abilities.
• Fluency in both Arabic and English.
• Computer proficiency in Windows-based software and Microsoft Office Suite applications, including Word, PowerPoint, Excel, and Outlook.
• Exceptional computer skills with the ability to learn new software applications quickly.
• Proactive approach to learning and adapting to emerging AI and related technologies.
• Demonstrates a basic understanding of artificial intelligence (AI), including its core capabilities, limitations, and the importance of data privacy, accuracy, verification, and ethical considerations within a professional services environment.

Work Environment and Details

This is a full-time, in-office position located in Riyadh, Saudi Arabia. The role requires a high degree of professionalism, discretion, and the ability to adapt to the dynamic needs of a busy legal practice. Experience required for this role is 2-5 years.