Administrative Assistant

Job Summary

We are looking for a dependable, detail-oriented Administrative Assistant to provide direct support to the CEO by managing executive tasks, document handling, correspondence, office coordination, and diligent task tracking. This position demands excellent organizational and communication abilities, meticulous attention to detail, and the skill to juggle emails, meetings, timelines, and several priorities effectively. The role also involves professional communication with internal teams, clients, partners, government bodies, suppliers, and other stakeholders, maintaining confidentiality at all times.

The job is located at the company's headquarters in Al Khobar, Saudi Arabia, with expectations to travel occasionally, work from various locations, and coordinate with clients and partners across multiple international time zones.

Primary Duties

• Offer direct administrative assistance to the CEO.
• Schedule and manage appointments, meetings, reminders, phone calls, and daily priorities.
• Organize and track tasks, due dates, pending items, and follow-up actions.
• Maintain up-to-date task trackers and report progress regularly.
• Handle executive-level emails, correspondence, invitations, and official communications.
• Create, review, format, and organize professional emails, letters, reports, presentations, and business documents.
• Communicate with government agencies, private organizations, clients, partners, suppliers, and individuals professionally.
• Arrange meetings and prepare agendas, supporting paperwork, presentations, and minutes.
• Follow through on decisions and assigned tasks from meetings until resolved.
• Manage the receipt, classification, distribution, and archiving of incoming and outgoing documents.
• Maintain an effective document control system for contracts, proposals, reports, approvals, correspondence, and company records.
• Implement appropriate file naming conventions, version controls, document status tracking, confidentiality protocols, and access management.
• Ensure documents are complete, current, approved, accurately filed, and easily retrievable.
• Organize electronic and physical filing systems efficiently.
• Coordinate signing processes, approvals, document submissions, and official responses.
• Prepare and update company forms, profiles, presentations, contact lists, and administrative records.
• Manage coordination of business travel, transportation, meetings, site visits, and external appointments when necessary.
• Liaise with internal departments and project teams regarding reports, deliverables, approvals, and responsibilities.
• Support administrative operations at the head office.
• Manage visitor coordination, office supplies, service providers, and general office needs.
• Identify and promptly report urgent issues, delays, or unresolved matters.
• Communicate effectively with clients and partners across different international time zones.
• Handle confidential executive, financial, commercial, and corporate information with utmost discretion.
• Perform additional administrative and coordination tasks based on the CEO's priorities and business requirements.

Key Qualifications

• At least one year of relevant experience in administration, executive support, document management, or office coordination.
• Fluency in both written and spoken Arabic and English.
• Proficiency with Microsoft Office suite including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint.
• Strong skills in professional email writing and business communication.
• Sound knowledge of document control procedures, filing, archiving, and version management.
• Competence in preparing professional correspondence, meeting minutes, reports, presentations, and task tracking tools.
• Excellent organizational, time-management, coordination, and follow-up capabilities.
• Exceptional attention to detail and accuracy.
• Ability to handle multiple tasks, shifting priorities, and stringent deadlines effectively.
• Self-motivated with the capacity to independently follow through on assignments.
• Professional communication skills for engaging with clients, executives, government bodies, and external stakeholders.
• High standards for confidentiality, dependability, and professional judgment.
• Flexibility to work outside regular hours to accommodate international schedules and time zones.
• Willingness and capability to travel and work from different locations as business needs dictate.
• Possession of a valid driving license and access to a personal vehicle is mandatory.
• The position is primarily based at the company's headquarters in Al Khobar, Saudi Arabia.
• A bachelor’s degree in Business Administration, Management, Office Administration, or related fields is preferred.