Administrative Assistant

Administrative Assistant – Strategic Support for a Premier Consultancy Project in Riyadh

Join our dynamic team as an Administrative Assistant and become the backbone of seamless operations for a high-impact consultancy project in Riyadh, Saudi Arabia. In this pivotal role, you will provide indispensable support to senior leadership, ensuring smooth project execution, meticulous documentation, and flawless communication across all stakeholders. This is an opportunity to contribute to a transformative project while honing your administrative expertise in a fast-paced, professional environment.

As the Administrative Assistant, you will play a critical role in maintaining the efficiency of our project team by managing daily operations with precision and professionalism. Your responsibilities will span a broad spectrum of administrative functions, from coordinating complex project logistics to ensuring compliance with company policies and project documentation standards. This role demands a high level of organization, discretion, and adaptability as you support a multidisciplinary team in delivering exceptional results.

Key Responsibilities

Your day-to-day duties will include:

• Executive Support: Provide comprehensive administrative assistance to the Project Director, Resident Engineer, and project management team, ensuring their schedules, communications, and priorities are aligned with project objectives.
• Document and Record Management: Maintain, organize, and update project files, reports, and documentation in both digital and physical formats, ensuring full compliance with project procedures and retention policies.
• Communication Coordination: Manage all incoming and outgoing correspondence, including emails, letters, and project communications, while ensuring clarity, accuracy, and timely responses to stakeholders.
• Meeting and Event Coordination: Schedule meetings, workshops, and project reviews, prepare agendas, and draft detailed meeting minutes to facilitate productive collaboration among team members.
• Calendar and Travel Management: Oversee calendars, arrange appointments, and coordinate travel and accommodation logistics for project personnel, ensuring seamless operations and minimal disruptions.
• Reporting and Presentation Support: Prepare, format, and distribute professional reports, presentations, and correspondence, tailored to meet the needs of leadership and external stakeholders.
• Procurement and Office Logistics: Monitor office expenditures, support procurement processes, and manage administrative supplies and equipment to maintain optimal operational efficiency.
• Stakeholder Relations: Maintain up-to-date contact lists and stakeholder directories, fostering strong relationships with clients, contractors, and internal teams while ensuring confidential information is handled with the utmost discretion.
• Project Closeout and Archiving: Assist in the finalization of project documentation, archiving records, and ensuring compliance with record retention policies upon project completion.
• Workforce Administration: Support timesheet collection, leave records, and administrative processes to ensure smooth workforce management and compliance with company policies.
• Onboarding and Training: Assist in the onboarding of new project staff, coordinating administrative requirements and ensuring a seamless transition into their roles.

This role is ideal for a detail-oriented professional who thrives in a dynamic environment and is committed to delivering excellence in administrative support. Your ability to multitask, prioritize effectively, and maintain confidentiality will be instrumental in the success of this project.

What You Bring to the Table

We are seeking a candidate with:

• A Diploma or Bachelor’s Degree in Business Administration, Management, Office Administration, or a related field, demonstrating a strong foundation in administrative principles.
• 5+ years of administrative experience, with a preference for candidates who have worked in engineering consultancy, construction, or project management environments. Experience with large-scale projects in sectors such as construction, infrastructure, or hospitality is highly advantageous.
• Exceptional organizational and document management skills, ensuring that all project records are accurate, up-to-date, and easily accessible when needed.
• Proficient communication skills in both written and verbal English, enabling clear and effective interaction with diverse stakeholders at all levels.
• Fluency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams, with experience using document management systems and project collaboration platforms being a significant asset.
• Strong prioritization and time management abilities, allowing you to thrive in a fast-paced environment where multiple tasks require your attention.
• A professional demeanor with outstanding interpersonal and customer service skills, ensuring that all interactions reflect the company’s commitment to excellence.
• Discretion and confidentiality, as you will handle sensitive project information with the highest level of professionalism and integrity.
• Experience in the GCC region is preferred, with Arabic language skills being a notable advantage for candidates seeking to further enhance their professional impact.

This is more than just a job—it’s an opportunity to be part of a groundbreaking project while growing your career in a supportive and rewarding environment. If you are a proactive, detail-oriented professional with a passion for administrative excellence, we invite you to apply and take the next step in your career journey.