Administrative Assistant / Secretary

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant / Secretary to join our dynamic team at Talat Al Khaleej in Al Khobar. This role is pivotal in ensuring the smooth and efficient operation of our office environment, providing essential support to executives, managers, and staff members. The ideal candidate will possess exceptional communication skills, a proactive approach to problem-solving, and the ability to multitask in a fast-paced corporate setting.

Key Responsibilities

• Executive Support: Provide comprehensive administrative support to senior management, including scheduling appointments, managing calendars, and coordinating meetings to ensure optimal productivity.
• Documentation & Reporting: Prepare, edit, and distribute correspondence, reports, presentations, and other business documents with precision and professionalism. Maintain accurate records and files in both physical and digital formats.
• Office Coordination: Oversee office operations by liaising with internal departments, vendors, and clients to facilitate seamless workflows. Manage incoming and outgoing mail, deliveries, and telecommunications effectively.
• Meeting & Event Management: Organize and coordinate meetings, conferences, and corporate events, including venue selection, catering, and logistical arrangements. Ensure all arrangements meet organizational standards and deadlines.
• Data Management: Maintain and update databases, spreadsheets, and other data systems to ensure accuracy and accessibility. Perform data entry tasks with a high degree of accuracy and efficiency.
• Customer Service: Act as a primary point of contact for clients, visitors, and employees, providing courteous and professional assistance. Handle inquiries, resolve issues, and escalate matters as necessary to maintain high levels of customer satisfaction.
• Travel Arrangements: Coordinate domestic and international travel plans for executives, including flight bookings, hotel reservations, and itinerary preparation, ensuring all arrangements align with business requirements.
• Compliance & Confidentiality: Adhere to company policies, procedures, and confidentiality protocols to safeguard sensitive information. Ensure compliance with legal and regulatory standards in all administrative activities.

Qualifications & Skills

To excel in this role, candidates must demonstrate a strong foundation in administrative support, coupled with exceptional organizational and time management abilities. The following qualifications and skills are essential:

• A bachelor’s degree in Business Administration, Office Management, or a related field is preferred; equivalent experience may be considered.
• Proven experience in an administrative or secretarial role, with a minimum of 2-3 years in a corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment and software.
• Exceptional written and verbal communication skills in both English and Arabic, with the ability to draft professional correspondence and interact effectively with stakeholders at all levels.
• Strong interpersonal skills with a customer-focused mindset, capable of building rapport and maintaining professional relationships.
• Ability to prioritize tasks, manage deadlines, and work efficiently under pressure in a dynamic setting.
• Attention to detail and accuracy in all administrative duties, ensuring high standards of quality and compliance.
• Discretion and integrity in handling confidential information, demonstrating a commitment to ethical conduct.

Work Environment & Benefits

Talat Al Khaleej offers a competitive compensation package, including a salary commensurate with experience, health insurance, and opportunities for professional growth within a reputable organization. The role is based in our modern office in Al Khobar, where you will collaborate with a talented team in a supportive and collaborative work environment. If you are a motivated professional seeking a challenging yet rewarding career in administrative support, we encourage you to apply and become an integral part of our success story.