Administrative Assistant

Role Overview

This position is for an Administrative Assistant based in Industrial City, Phase 1, Al Mahjar, Jeddah, Saudi Arabia. The role is centered on providing secretarial, administrative, and clerical support to the Chairman and Vice Chairman. It involves handling sensitive information, working with senior contacts, and using sound judgment, discretion, tact, and diplomacy.

Core Duties

• Manage the Chairman’s daily calendar and appointments with complete accuracy.
• Set up meetings and ensure the Chairman is prepared in advance.
• Coordinate meetings so that key attendees are present, agendas are shared 24 hours before the meeting, and minutes are prepared and circulated within 24 hours after.
• Attend meetings and record minutes when needed.
• Serve as the primary contact point for the Chairman for both internal teams and external stakeholders.
• Handle tasks and issues in a professional and efficient manner.
• Prepare letters, correspondence, agendas, reports, presentation slides, and other business documents, ensuring they are polished and submitted on time.
• Screen incoming calls, inquiries, and requests, and respond to them appropriately and professionally.
• Organize the Chairman’s travel plans, including ticketing, hotel reservations, visa processing, and other travel-related documentation.
• Make sure all travel arrangements follow the company’s local and international travel policy.
• Plan travel in a cost-conscious way while still meeting business needs.
• Prepare travel expense reimbursement claims in line with company policy.
• Oversee the maintenance and condition of the Chairman’s office, including equipment and facilities.
• Track, order, and maintain stationery and grocery supplies for the department while balancing availability and cost efficiency.
• Set up and maintain office systems for data handling, filing, document circulation, and tracking.
• Manage incoming and outgoing communications and documents, share them with the right people, gather background information, and draft standard replies on behalf of the Chairman.
• Assist the Chairman and his family with ad hoc administrative and coordination work as required.

Confidentiality and Work Context

The position requires a high level of confidentiality and the ability to work with unclear or changing parameters. Published policies and procedures, along with prior precedent, will guide most decisions, but independent judgment will also be important.

Qualifications and Language Requirements

The candidate must be a graduate from a recognized university and be fluent in reading, writing, and speaking both Arabic and English.

Additional Information

Job location: Industrial City - Phase 1 - Al Mahjar, Jeddah, KSA.