Administrative Specialist Jobs in Saudi Arabia

About the Role

Mnzil is a leading co-living and transportation platform for blue-collar workers in Saudi Arabia, providing tech-powered, affordable, and dignified housing solutions. The company utilizes a hybrid model, subleasing, building, and a C2B marketplace to assist companies in housing and moving their workers efficiently, while also creating income opportunities for landlords and real estate owners. Partnerships with the public sector and operational excellence are central to Mnzil's mission. As a rapidly growing prop-tech company focused on transforming labor housing and real estate services, Mnzil seeks a high-caliber Executive Assistant to serve as a strategic and operational partner to the CEO. This senior-level role is designed for a professional who excels in a complex environment, acting as a force multiplier to ensure the CEO’s strategic priorities are executed across all departments and to maintain a high-standard office environment.

Key Responsibilities

• Provide direct support to the CEO, managing a complex calendar, high-level meetings, and priorities across multiple business units.
• Attend leadership meetings to record action items and proactively follow up with department heads to ensure deliverables are met.
• Prepare reports, presentations, and meeting materials for senior management.
• Coordinate complex travel logistics and manage the CEO’s administrative requirements, including expenses, memberships, reservations, and documentation.
• Draft CEO correspondence, manage sensitive documents (faxes, mail, checks), and support presentation and preparation for hiring, approvals, and administrative tasks.
• Oversee office logistics, such as ordering supplies, maintaining records, and ensuring compliance with company policies.
• Serve as the primary point of contact for internal and external stakeholders, managing inquiries and facilitating communication.
• Assist with special projects, event planning, and ad-hoc tasks as required to support the CEO's strategic objectives.
• Handle confidential information and communications with utmost professionalism and discretion.
• Prepare and edit correspondence, reports, presentations, and other documents with a high level of accuracy and attention to detail.

Qualifications and Requirements

• A minimum of 5 years of professional experience supporting C-level executives, ideally in a fast-paced or multi-entity environment.
• Professional fluency in English, both written and spoken, is required.
• A strong sense of responsibility and the ability to anticipate needs before they are articulated.
• A high level of executive presence and the ability to interact effectively with government entities and key partners.

Required Skills

• Proficiency in Microsoft Office Suite, ERP systems, and digital workflow tools.
• Exceptional organizational and time management skills.
• Strong communication and interpersonal skills.
• Proactive mindset and problem-solving abilities.
• Meticulous attention to detail.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia. The role requires 5-10 years of experience, supporting C-level executives in a dynamic setting.

About the Administrator Trainee Role

Al Khozama Investment is seeking a motivated and organized Administrator Trainee to join their team in Riyadh, Saudi Arabia. This full-time position is part of the Tamheer Program, offering recent graduates practical experience in administrative operations and office coordination within a professional corporate environment. The trainee will support the daily functions of the administration department, contributing to efficiency and smooth office management.

This role is designed to provide comprehensive exposure to administrative procedures, document control, effective communication, reporting, and general office management. The Administrator Trainee will work closely with the administration team, learning and applying best practices in a dynamic setting.

Key Responsibilities

• Assist in the execution of daily administrative and office operations to ensure smooth workflow.
• Prepare, organize, and manage documents, reports, and official correspondence.
• Maintain accurate and organized filing systems for all company records and documents.
• Coordinate and schedule meetings, appointments, and manage calendars effectively.
• Handle incoming calls, emails, and general office inquiries, directing them to the appropriate personnel.
• Liaise with different departments to coordinate administrative requests and support their needs.
• Monitor office supplies inventory and assist with procurement requests as required.
• Ensure the proper organization and maintenance of office records and documentation.
• Support the logistics and administrative arrangements for meetings, events, and other office functions.
• Prepare basic administrative reports and perform data entry tasks.
• Update databases, trackers, and administrative records with accuracy and timeliness.
• Uphold the confidentiality and accuracy of all company information and sensitive documents.
• Support the broader administration team in undertaking various operational tasks as needed.
• Adhere to all company policies and established administrative procedures.
• Perform other administrative duties as assigned by management.

Qualifications and Requirements

• A Bachelor's degree in Business Administration or a related field is required.
• Eligibility for the Tamheer Program through the Human Resources Development Fund (HRDF) is mandatory.
• Strong communication and interpersonal skills are essential for effective collaboration and interaction.
• A good command of both English and Arabic languages is necessary.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Excellent organizational and time management skills to handle multiple tasks efficiently.
• The ability to work effectively within a team-oriented environment.
• A professional attitude and a strong willingness to learn and develop new skills.
• The capacity to multitask and prioritize tasks effectively in a fast-paced setting.
• A basic understanding of administrative procedures and office practices is beneficial.
• A keen attention to detail and a commitment to accuracy in all tasks.

Required Skills

• Communication
• Interpersonal skills
• Microsoft Office applications
• Organizational skills
• Time management skills
• Attention to detail
• Accuracy
• Multitasking
• Task prioritization
• Understanding of administrative procedures

Work Context and Opportunity

This trainee position offers practical, hands-on experience in administration and office operations within Al Khozama Investment in Riyadh, Saudi Arabia. Trainees will gain exposure to professional administrative systems and processes, benefiting from opportunities for professional development and workplace learning in a collaborative and professional environment. The work type is full-time, and the role is designed for individuals with 0-1 year of experience.

• Prepare briefing materials and presentation packages for senior leadership meetings.
• Manage the Vice President’s calendar and resolve scheduling conflicts.
• Handle incoming communications and maintain secure filing systems.
• Coordinate domestic and international travel, including visa processing.
• Conduct market research and produce concise reports to support business operations.

• Bachelor’s degree in Business Administration or related field.
• Minimum of 1 year of experience supporting senior executives.
• Strong organizational skills and ability to manage competing priorities.

About the Role

Tahaluf, a leading organizer of B2B live and on-demand events in Saudi Arabia, is seeking a Conference Support Administrator for a 5-month freelance/contractor position. As a joint venture involving Informa PLC, the Saudi Federation for Cybersecurity, Programming and Drones (SAFCSP), and the Events Investment Fund (EIF), Tahaluf is responsible for organizing major events such as LEAP, Cityscape, Black Hat MEA, and CPHI Middle East. This role offers an opportunity to contribute to large-scale projects within a collaborative team environment, supporting the success of prominent global events.

Role Overview

This position requires an administrator with a strong focus on detail and advanced proficiency in Microsoft Excel, specifically in managing v-lookups, pivot tables, and financial reporting. The Conference Support Administrator will play a key role in supporting the Content and Sales teams by maintaining budget trackers, processing speaker and supplier payments, and ensuring accurate record-keeping for event-related expenditures.

Key Responsibilities

• Manage v-lookups, pivot tables, and financial reporting requirements using advanced Excel skills.
• Maintain the budget tracker on the ERP system for the Content and Sales teams.
• Process conference speaker-related payments, including honorariums, speaker fees, and reimbursements.
• Handle supplier payments for event-related activities across the Content, VIP, Investor Program, and Sales teams.
• Manage event expenses from logistics suppliers/vendors and process invoice payments as required.
• Update budget and invoice trackers, along with contingent worker records.
• Maintain accurate records and databases pertaining to speaker and content/logistics vendor payments.
• Create and maintain an accreditation guide according to the accreditation provider's specifications, if applicable.
• Upload conference content, including the conference program, speaker details, and whitepapers, to the digital event platform.
• Provide general administrative support to the conference team as needed.

Qualifications and Requirements

• Proven experience and strong proficiency in Microsoft Excel, including v-lookups and pivot tables.
• Experience with financial reporting.
• Experience maintaining budget trackers on an ERP system.
• Experience processing supplier payments.
• Experience processing invoice payments.
• Experience creating and maintaining accreditation guides.
• Experience uploading content to digital event platforms.
• Strong communication skills.
• Excellent customer service skills.
• Proficiency in IT skills, including Microsoft Office Suite.
• Familiarity with CRM systems.
• Strong organizational skills.
• Ability to prioritize workload effectively.
• Exceptional attention to detail.
• Proven ability to meet deadlines.
• Ability to work effectively within a team environment.

Work Context

This is a 5-month, full-time, fixed-term freelance/contractor role. The position is based in Riyadh, Saudi Arabia, but the role can be performed remotely. Relocation or sponsorship support is not provided for this position. Tahaluf is committed to diversity and inclusion, and hiring decisions are based on relevant qualifications and merit. The company provides a disability-friendly environment; please inform them if support or adjustments are required during the interview or selection process.

• Manage calls, emails, and office correspondence
• Schedule meetings and maintain calendars
• Prepare reports, letters, and official documents
• Organize and maintain filing systems
• Coordinate office activities and administrative tasks

• Diploma or Bachelor’s degree in Administration or related field
• More than 2 years of experience
• Good communication and organizational skills
• Proficiency in Microsoft Office applications
• Ability to handle confidential information professionally

Basic data entry
Organizing files
Managing schedules and meetings

We are looking for a professional receptionist to join our team, who will be responsible for receiving and directing visitors and clients, answering and transferring phone calls to the relevant departments, in addition to organizing appointments, managing administrative correspondence, and working in marketing. The ideal candidate must have excellent communication skills, the ability to handle basic computer systems, and maintain a professional appearance. We offer a comfortable work environment and professional development opportunities with a competitive salary and additional benefits.

• Prepare and maintain project schedules and timelines.
• Coordinate between different departments (Marketing, Procurement, Finance, Suppliers, etc.).
• Monitor task execution and ensure deliverables are completed on time.
• Organize meetings and prepare meeting minutes.
• Prepare and submit periodic project progress reports.
• Follow up on contracts, proposals, approvals, and project-related documentation.
• Identify potential risks, delays, and issues, and escalate them to management when necessary.
• Coordinate with suppliers, vendors, and external partners.
• Maintain and organize all project documentation and records.

Job Title: Insurance Claims Officer and Data Entry

We are looking for an Insurance Claims Officer and Data Entry who possesses high accuracy, organizational skills, and continuous follow-up ability, to contribute to the efficient and professional management of claims, files, and administrative and financial transactions.

Tasks and Responsibilities:

• Follow up on insurance claims with insurance companies until claims are closed and dues are received.
• Review financial claims and ensure the completeness of the required documents and paperwork.
• Continuously and accurately enter and update data in the approved systems.
• Create, organize, and update the Excel files related to claims, transactions, and reports professionally.
• Update all data and transactions promptly and ensure their accuracy and safety.
• Prepare periodic reports and necessary statistics for management.
• Organize and archive files and documents electronically and physically according to a clear and easy-to-refer system.
• Follow up on administrative and financial transactions and ensure their completion within specified deadlines.
• Interact with government platforms and complete related transactions.
• Use the Najiz platform and follow up on related requests, procedures, and cases.
• Coordinate with insurance companies, government entities, and relevant parties to ensure quick completion.
• Maintain the confidentiality of data, information, and files related to the company.

Requirements:

• Previous experience in insurance claims or administrative work and data entry.
• Proficient in using Microsoft Office programs, especially Excel at an advanced level.
• Ability to create tables and reports, organize data, and analyze it.
• Good knowledge of Saudi government platforms.
• Practical knowledge and experience with the Najiz platform.
• High skills in organization, archiving, and file management.
• Accuracy, commitment, and ability to take responsibility.
• Strong communication and follow-up skills and efficiency in completing tasks.

Required Attributes:

• Very organized and detail-oriented.
• Quick learner and good at handling situations.
• Possesses continuous follow-up skills and does not neglect any transaction.
• Able to prioritize and work under pressure.
• Possesses initiative and high professionalism in performing tasks.

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.