Administrative Assistant

Position Overview

We are currently seeking a highly organized, dependable, and proactive Administrative Assistant to provide direct support to the CEO and enhance executive administration, document management, correspondence handling, office coordination, and task follow-up. The ideal candidate will possess exceptional organizational and communication skills, a keen eye for detail, and the ability to efficiently manage documents, correspondence, meetings, deadlines, and competing priorities. This role involves interacting with internal teams, clients, partners, government entities, suppliers, and external stakeholders while upholding the highest standards of professionalism and confidentiality.

The position is based at our corporate headquarters in Al Khobar, with the expectation of flexibility to travel, work across different locations, and coordinate with clients and partners spanning multiple international time zones. The successful applicant will play a pivotal role in ensuring seamless operations and maintaining the CEO’s schedule and priorities with precision.

Key Responsibilities

• Executive Support: Provide comprehensive administrative assistance to the CEO, including managing appointments, meetings, reminders, calls, and daily priorities to ensure optimal efficiency.
• Task and Deadline Management: Organize, monitor, and track assigned tasks, deadlines, pending actions, and required follow-ups. Maintain clear task trackers and deliver regular progress updates to stakeholders.
• Correspondence and Communication: Manage executive emails, correspondence, invitations, and official communications. Draft, review, format, and organize professional emails, letters, reports, presentations, and business documents with precision and clarity.
• Stakeholder Engagement: Communicate professionally with government entities, private-sector organizations, clients, partners, suppliers, and individuals, ensuring all interactions reflect the company’s values and standards.
• Meeting Coordination: Coordinate meetings by preparing agendas, supporting documents, presentations, and meeting minutes. Follow up on meeting decisions and assigned actions until their successful completion.
• Document Control and Management: Receive, classify, distribute, and archive incoming and outgoing documents. Maintain an organized document-control system for contracts, proposals, reports, approvals, correspondence, and company records, ensuring proper file naming, version control, document status, confidentiality, and access procedures.
• Filing and Records Management: Ensure documents are complete, updated, approved, properly filed, and easily retrievable. Maintain both electronic and physical filing systems in an organized manner.
• Travel and Logistics Coordination: Arrange business travel, transportation, meetings, site visits, and external appointments as required, ensuring all arrangements are executed seamlessly.
• Internal Coordination: Follow up with internal departments and project teams regarding reports, deliverables, approvals, and assigned responsibilities to ensure alignment with organizational goals.
• Office Operations Support: Coordinate visitors, office supplies, service providers, and general office requirements. Identify urgent matters, delays, and unresolved issues, and report them promptly to the appropriate parties.
• Confidentiality and Discretion: Handle confidential executive, financial, commercial, and company information with the utmost discretion and professionalism.
• Additional Duties: Perform other administrative and coordination duties as prioritized by the CEO and aligned with business requirements.

Qualifications and Requirements

• Experience: Minimum of one year of relevant experience in administration, executive support, document control, office coordination, or a related field.
• Language Proficiency: Fluency in both Arabic and English, both written and spoken, with strong business communication skills.
• Technical Skills: Proficiency in Microsoft Office applications, including Outlook for email management, Word for document creation, Excel for data organization, PowerPoint for presentations, Teams for collaboration, and OneDrive and SharePoint for file storage and sharing.
• Document Management: Solid knowledge of document control, filing, archiving, and version management, with the ability to prepare professional correspondence, meeting minutes, reports, presentations, and task trackers.
• Organizational Skills: Exceptional organizational, time-management, coordination, and follow-up skills, with the ability to manage multiple responsibilities, changing priorities, and strict deadlines.
• Attention to Detail: High level of accuracy and attention to detail in all tasks and communications.
• Independence and Initiative: Ability to work independently, take initiative, and follow tasks through to completion without constant supervision.
• Flexibility: Willingness to adapt to varying work environments, travel requirements, and international time zone coordination as needed.