Administrative Assistant

Position Overview

We are seeking a detail-oriented and highly organized Administrative Assistant to join our dynamic team. The ideal candidate will play a pivotal role in ensuring the smooth operation of our administrative, corporate, and compliance functions. This position requires a proactive professional who can manage multiple responsibilities with precision, maintain strict confidentiality, and deliver exceptional support to internal and external stakeholders. The role is designed for an individual who thrives in a structured environment while demonstrating adaptability and initiative in a fast-paced corporate setting.

Key Responsibilities

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

• Task Management and Follow-Up: Track assigned tasks meticulously to ensure timely completion, providing regular updates on progress, pending items, and any overdue deliverables.
• Professional Communication: Prepare and disseminate correspondence with company partners, stakeholders, and regulatory bodies, maintaining a high standard of professionalism and clarity in all interactions.
• Document Organization and Archiving: Systematically organize, archive, and retrieve corporate documents, partner-related files, and statutory records to ensure accessibility and compliance with internal policies.
• HR Support: Assist with selected human resources tasks and employee procedures, including coordination with HR teams to streamline processes and maintain accurate records.
• Regulatory Compliance Monitoring: Stay abreast of mandatory corporate and regulatory requirements, ensuring all submissions, filings, and renewals are completed within stipulated deadlines.
• Meeting Coordination: Organize and support partners’ meetings and general assemblies by preparing agendas, maintaining minutes, and ensuring all necessary documentation is accurately recorded and distributed.
• Financial and Statutory Submissions: Follow up on the filing of financial statements and other statutory submissions to regulatory authorities, ensuring accuracy and timeliness.
• License and Permit Management: Monitor the renewal of commercial registrations, licenses, permits, and official documents, proactively addressing any lapses or delays.
• Government Platform Coordination: Manage and follow up on company accounts across relevant Saudi government platforms, ensuring seamless interactions with regulatory bodies.
• Deadline Tracking: Maintain a comprehensive calendar of regulatory deadlines, renewal dates, and critical milestones to prevent oversights and ensure compliance.
• Administrative Support: Perform a variety of administrative duties as assigned, adapting to evolving priorities while maintaining high standards of efficiency and accuracy.

Requirements

To excel in this role, the candidate must meet the following qualifications:

• Language Proficiency: Fluency in both Arabic and English, both written and spoken, is essential for effective communication with stakeholders and regulatory bodies.
• Organizational and Communication Skills: Exceptional organizational abilities, strong written and verbal communication skills, and a keen eye for detail are critical to success in this position.
• Time Management and Deadline Orientation: A demonstrated commitment to meeting deadlines, respect for time constraints, and the ability to work efficiently under pressure are required.
• Independence and Initiative: The ability to work autonomously, take ownership of tasks, and complete assignments without constant supervision is highly valued.
• Confidentiality and Professionalism: A strong sense of discretion, integrity, and adherence to professional conduct standards is non-negotiable.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Microsoft Teams is mandatory for document preparation, communication, and collaboration.
• Regulatory Knowledge: Familiarity with Saudi government platforms, corporate governance frameworks, and regulatory procedures is advantageous but not mandatory.
• Relevant Experience: Prior experience in administration, HR support, corporate governance, or government relations is considered a plus.

Work Arrangement

This position is primarily remote, with the expectation of continuous availability and responsiveness during standard working hours via Microsoft Teams. The candidate is required to attend the office for half a day, twice per week, or as needed to fulfill specific responsibilities. Occasional visits to government entities or external parties may be necessary to facilitate compliance-related tasks or meetings. The ideal candidate must be based in Riyadh to ensure seamless coordination and attendance when required.