Administrative Assistant

About This Role

Job Title: Administrative Assistant

Job Location : Industrial City - Phase 1 - Al Mahjar, Jeddah, KSA

Job Purpose:

Looking for an Administrative Assistant with in Industrial City to provide secretarial, administrative and clerical support to The Chairman and The Vice Chairman.

This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. The basic administrative or secretarial duties involve diary management, greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management.

Job Context :

This position operates within the context of confidentiality, diplomacy and judgement. Guiding principles will be found in the published policies and procedures as well as past precedent. However, the ability to operate within indistinct parameters is also important.

Key Accountabilities:

Management of Schedule:

• Responsible for maintaining & managing the Chairman' daily calendar and schedule ; 100% calendar accuracy at all times
• Arrange meeting invites and appointments and ensure the Chairman is well-prepared for the meetings;
• Meetings are coordinated in such a fashion that all critical attendees are present, agendas are distributed 24 hrs in advance and minutes are prepared and distributed within 24 hrs after the meeting
• Attend meetings and take minutes as and when required

Administrative Support:

• Act as the Chairman's first point of contact and liaise with people from both internal and external organisations
• Ensure that tasks and situations are professionally handled and dealt with.
• Responsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents; Ensure that all correspondence, reports, letters and other documents are professionally written and well-prepared and submitted on time
• Responsible for screening telephone calls, enquiries and requests. All calls & enquiries are handled appropriately and professionally.

Travel Arrangements

• Plan, organize and arrange the Chairman's travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s International and Local Business Travel Policy.
• Ensure that all travel requests are cost effective and that travel itineraries are reasonably paced and meet the business requirements.
• Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.

Office Management

• Responsible for the upkeep and maintenance of the Chairman's office and ensure that all office equipment & facilities are in working condition.
• Responsible for maintaining and ordering stationery and grocery supplies for the department. Ensure that ample supply of stationery & grocery item are maintained without discounting cost efficiency.

Filing and Document Circulation

• Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
• Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Chairman.

Ad-hoc administrative tasks

• Provide support and assistance to the Chairman & his family in any administrative and coordination tasks as and when required.

Qualification: Graduate from any recognized university

Language Proficiency : Read, Write and Speak both Arabic & English Fluently