Administrative Assistant

Position Overview

We are seeking a highly organized and professional Administrative Assistant to provide comprehensive secretarial, administrative, and clerical support to the Chairman and Vice Chairman in Industrial City, Phase 1, Al Mahjar, Jeddah, Kingdom of Saudi Arabia. This pivotal role requires handling highly sensitive information and interacting with senior-level contacts, demanding exceptional discretion, tact, diplomacy, and sound judgment. The ideal candidate will ensure seamless operational efficiency by managing schedules, communications, and administrative tasks with precision and professionalism.

Key Responsibilities

The Administrative Assistant will be responsible for a diverse range of duties, including but not limited to:

• Schedule Management:
  • Maintain and manage the Chairman’s daily calendar with 100% accuracy at all times.
  • Arrange meeting invites, appointments, and ensure the Chairman is thoroughly prepared for each meeting.
  • Coordinate meetings to ensure all critical attendees are present, distribute agendas 24 hours in advance, and prepare and circulate minutes within 24 hours post-meeting.
  • Attend meetings as required and document minutes accurately.
• Administrative Support:
  • Act as the primary point of contact for the Chairman, liaising with internal and external stakeholders.
  • Professionally handle and resolve tasks and situations with a high degree of discretion.
  • Draft, review, and prepare correspondence, official letters, agendas, reports, slide presentations, and other documents to ensure they are polished, accurate, and submitted on time.
  • Screen telephone calls, inquiries, and requests, ensuring all interactions are handled with professionalism and efficiency.
• Travel Arrangements:
  • Plan, organize, and arrange the Chairman’s travel itineraries, including ticket and hotel bookings, visa processing, and other travel-related documentation, in strict compliance with the company’s International and Local Business Travel Policy.
  • Ensure travel requests are cost-effective and that itineraries are reasonably paced to meet business requirements.
  • Prepare and process travel expense reimbursements in accordance with the company’s policies.
• Office Management:
  • Maintain the Chairman’s office environment, ensuring all office equipment and facilities are in optimal working condition.
  • Manage and order stationery and grocery supplies for the department, maintaining ample stock while ensuring cost efficiency.
• Filing and Document Circulation:
  • Develop and maintain efficient office systems for data management, filing, and document tracking and circulation.
  • Coordinate incoming and outgoing communications and documentation, including distribution, background research, and preparation of standard replies on behalf of the Chairman.
• Ad-hoc Administrative Tasks:
  • Provide additional administrative and coordination support to the Chairman and his family as and when required.

Job Context and Expectations

This role operates within a framework of confidentiality, diplomacy, and sound judgment. While adhering to published policies, procedures, and past precedents, the ability to navigate ambiguous situations with professionalism is essential. The Administrative Assistant will play a critical role in facilitating the Chairman’s and Vice Chairman’s responsibilities, ensuring smooth and efficient operations.

Qualifications and Skills

To qualify for this position, candidates must meet the following criteria:

• Hold a bachelor’s degree from a recognized university.
• Demonstrate fluency in both Arabic and English, with strong reading, writing, and speaking abilities.
• Preferred: Saudi nationals only.

Ideal candidates will possess exceptional organizational skills, a keen attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Strong interpersonal and communication skills, along with a proactive and solution-oriented approach, are essential for success in this role.