Administrative Assistant

Job Overview

We are looking for a methodical, dependable, and proactive Administrative Assistant to support the CEO directly. This role involves managing executive administration tasks, controlling documentation, handling correspondence, organizing office activities, and ensuring timely follow-up on responsibilities. It demands excellent organizational and communication capabilities, keen attention to detail, and multitasking skills to oversee emails, meetings, deadlines, and priorities efficiently. The role requires regular interaction with internal teams, clients, partners, government agencies, suppliers, and other stakeholders while upholding high professionalism and confidentiality.

The job is located at NBS Holdings' headquarters in Al Khobar, Saudi Arabia, with some flexibility for travel and remote collaboration across various time zones with clients and partners internationally.

Key Responsibilities

• Provide dedicated administrative support to the CEO for seamless daily operations.
• Manage scheduling of meetings, appointments, reminders, calls, and prioritize daily tasks effectively.
• Track and oversee assigned tasks, deadlines, pending items, and ensure necessary follow-ups are completed.
• Maintain comprehensive task logs and deliver regular status updates.
• Handle executive emails, correspondence, invitations, and official communication professionally.
• Compose, edit, format, and organize emails, letters, reports, presentations, and other business documents.
• Communicate with governmental bodies, private organizations, clients, partners, and suppliers in a professional manner.
• Arrange meetings and prepare associated documentation such as agendas, presentations, and minutes.
• Monitor meeting outcomes and track progress on assigned tasks until completion.
• Receive, sort, distribute, archive incoming and outgoing documents systematically.
• Maintain a document control system ensuring proper filing, version control, confidentiality, and easy retrieval of contracts, proposals, reports, and other company records.
• Organize both electronic and physical filing systems for optimal accessibility.
• Coordinate signatures, approvals, document submissions, and formal responses timely and accurately.
• Prepare and update company forms, profiles, presentations, contact databases, and administrative files as needed.
• Coordinate official travel, transportation, meetings, site visits, and external appointments when necessary.
• Follow up with internal departments and project teams on reports, deliverables, approvals, and assigned responsibilities.
• Support all administrative functions required by the company’s head office.
• Manage coordination of visitors, office supplies, external service providers, and general office maintenance.
• Identify and report urgent issues, delays, or unresolved matters promptly.
• Manage communications across different international time zones sensitively and efficiently.
• Maintain strict confidentiality regarding executive, financial, commercial, and company-sensitive information.
• Perform various ad hoc administrative and coordination duties aligned with the CEO’s priorities.

Candidate Qualifications

• Minimum of one year of experience in administrative roles involving executive support, document control, or office coordination.
• Fluent in both Arabic and English with strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint.
• Excellent professional email composition and business communication abilities.
• Knowledgeable in document management practices including filing, archiving, version tracking, and control.
• Capable of preparing professional documentation such as correspondence, meeting notes, reports, presentations, and trackers.
• Strong organizational skills able to manage multiple tasks, changing priorities, and tight deadlines.
• Detail-oriented with high accuracy standards.
• Independent worker with ability to see tasks through to completion.
• Professional approach to interacting with clients, senior officials, government bodies, and other stakeholders.
• Handles sensitive information with utmost confidentiality and professional judgment.
• Flexible to work outside typical hours when coordinating with international clients across various time zones.
• Willing to travel and work from different locations based on business needs.
• Valid driving license and access to personal vehicle required.
• Position is headquartered in Al Khobar, Saudi Arabia.
• Preferably holds a Bachelor's degree in Business Administration, Management, or a related discipline.