Administrative Assistant

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide executive support to the CEO and facilitate seamless office operations. The ideal candidate will play a pivotal role in managing correspondence, scheduling, document control, and task follow-ups while maintaining the highest standards of professionalism and confidentiality. This position demands exceptional communication skills, the ability to prioritize multiple responsibilities, and the flexibility to adapt to dynamic business environments.

Key Responsibilities

• Executive Support: Provide comprehensive administrative assistance to the CEO, including managing appointments, meetings, reminders, and daily priorities to ensure efficient workflow.
• Communication Management: Handle executive emails, correspondence, and official communications with government entities, clients, partners, suppliers, and internal teams, ensuring timely and professional responses.
• Document Control & Organization: Maintain a structured document-control system, including contracts, proposals, reports, and approvals. Ensure proper filing, version control, and easy retrieval of documents while adhering to confidentiality protocols.
• Meeting Coordination: Organize meetings by preparing agendas, supporting documents, presentations, and minutes. Follow up on action items and ensure timely completion of assigned tasks.
• Travel & Logistics Coordination: Arrange business travel, transportation, and external appointments, including site visits, while ensuring all arrangements meet the CEO’s requirements.
• Task & Deadline Management: Monitor assigned tasks, deadlines, and pending actions using clear trackers. Provide regular progress updates and escalate urgent matters as needed.
• Office & Visitor Coordination: Manage office supplies, service providers, and visitor reception while ensuring a well-organized and professional work environment.
• Cross-Time Zone Collaboration: Coordinate communications and meetings with clients and partners across different international time zones, ensuring seamless collaboration.
• Confidentiality & Discretion: Handle sensitive executive, financial, and commercial information with the utmost confidentiality and professionalism.

Qualifications & Requirements

• Experience: Minimum of 1 year in administrative support, executive assistance, document control, or a related field.
• Language Proficiency: Fluency in both Arabic and English, both written and spoken.
• Technical Skills: Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint.
• Communication Skills: Strong business writing and email etiquette, with the ability to draft professional correspondence, reports, and presentations.
• Organizational Abilities: Exceptional time-management, multitasking, and follow-up skills to handle multiple priorities and deadlines effectively.
• Attention to Detail: High level of accuracy in document control, filing, and version management.
• Independence & Initiative: Ability to work autonomously, prioritize tasks, and follow through to completion without constant supervision.
• Adaptability: Flexibility to travel, work from different locations, and adjust to changing business needs and time zones.

Work Environment

The Administrative Assistant will be based at our headquarters in Al Khobar and may be required to travel domestically or internationally as needed. The role demands a high level of professionalism, discretion, and the ability to thrive in a fast-paced, dynamic environment.