Administrative Assistant

Job Overview

This position, based in Industrial City - Phase 1 - Al Mahjar, Jeddah, Saudi Arabia, entails providing comprehensive secretarial and administrative support to the organization's Chairman and Vice Chairman. It requires managing confidential information with discretion, tact, and diplomacy while interacting with senior contacts.

Responsibilities

• Efficiently maintain and manage the Chairman's daily calendar ensuring 100% accuracy.
• Schedule meetings and appointments; guarantee key attendees’ presence, distribute agendas 24 hours prior, and circulate minutes within 24 hours post meeting.
• Attend meetings to take minutes when necessary.
• Serve as the primary point of contact for the Chairman, liaising with internal and external stakeholders and professionally handling enquiries and tasks.
• Draft and prepare correspondence, official letters, reports, presentations, and other documents with professionalism and punctuality.
• Screen telephone calls, inquiries, and requests, ensuring they are addressed appropriately.
• Organize and coordinate all travel arrangements including ticketing, hotel bookings, visa processing, and related documentation aligned with company travel policies, ensuring cost-efficient and well-paced itineraries.
• Prepare travel expense reimbursements in compliance with company policies.
• Manage the upkeep and functioning of the Chairman's office, ensuring equipment and facilities are operational.
• Oversee and replenish office stationery and grocery supplies maintaining cost-effectiveness.
• Develop and maintain filing systems, data management, and document circulation processes.
• Coordinate communications and documentation flow, prepare standard replies as needed on behalf of the Chairman.
• Assist the Chairman and family with any ad-hoc administrative and coordination tasks as required.

Qualifications and Language Requirements

Candidates must possess a graduate degree from a recognized university. Proficiency in reading, writing, and speaking both Arabic and English fluently is essential. Preference will be given to Saudi nationals.