Administrative Assistant

About the Company

This role is with a leading contracting firm that is part of a well-established international group founded in 1977. The group operates across multiple sectors including general contracting, heavy equipment rental, staffing and outsourcing locally, overseas recruitment, project support, and oilfield supplies.

Role Overview

The Administrative Assistant will play a crucial role in ensuring efficient office operations by managing daily administrative duties and supporting executive staff. Responsibilities include scheduling, communication management, document handling, and maintaining office organization. The candidate must be detail-oriented, proactive, and able to communicate fluently in English, all contributing to increased team productivity.

Key Responsibilities

• Provide broad administrative and executive support including special project management, research tasks, and ad hoc assistance.
• Handle telephonic communications professionally and perform correspondence in strong English, both written and verbal.
• Prepare, format, and edit official letters, reports, and presentations in English.
• Monitor and manage financial tasks including expense tracking, invoice processing, and budget assistance.
• Maintain accurate data entry and records across various databases and spreadsheets.
• Organize meetings, appointments, and travel for management, prepare meeting materials, record minutes, and track follow-up actions.
• Coordinate events ranging from meetings to larger corporate functions, managing participant communication effectively.
• Support internal and external stakeholders by responding to enquiries and providing general assistance.

Communication Networks

• Internal coordination with executives, managers, HR, finance, IT, facilities, and procurement teams.
• External liaison with service providers and suppliers.

Requirements & Qualifications

• Educational credential: Diploma in a relevant area.
• At least 4 years of professional experience.
• Experience working with technical or training institutes either as a trainer or administrator, or alternatively within oil and gas or EPC sectors.
• Experience in GCC countries is favored.
• Proficient written and oral English communication skills.
• Essential skills include organization, time management, communication abilities, meticulous attention to detail, technical competence, problem-solving aptitude, teamwork, and adaptability.