Administrative Assistant

Responsibilities

Administrative Assistant

• to leaders in the firm’s Saudi Arabia office.
• This individual will be responsible for providing extensive support to Director-level professionals and their broad range of activities and will also serve in the capacity of Government Relation Officer; processing and carrying out legal matters relating to visas, permits, licenses and registration of employees.
• In this role, the Administrative Assistant will provide support such as:
• Coordinate with the Saudi Arabian government departments and agencies to obtain licenses, permits, and visa processing.
• Handle all government portals and update the company profiles on such portals as GOSI, CoC, SBC, MoC, Zacat, Qiwa, Muqeem and others as needed.
• General reception duties including greeting/assisting visitors; answering/screening/routing incoming calls; relaying messages; receiving/routing/handling all incoming/outgoing mail and deliveries; maintaining sign-in/sign-out of staff; scheduling conference rooms.
• Taking initiative to relieve management and production staff of all possible administrative tasks by providing general clerical support including IT and translation support, compiling and drafting letters, assistance with accessing and maintaining government portals to ensure compliance, typing, copying, coordinating calendars/scheduling, general and project filing and archiving, ordering supplies.
• Maintain appearance and organization of all public spaces including conference rooms, break rooms and casual meeting areas.
• Assist with internal and external activities such as staff activities, in-office lunches, trainings, social events, and client development activities as needed.
• Perform other duties as required.

Qualifications

• Education: Bachelor’s degree in business administration, IT, or English
• Experience: 5 years’ experience in an Administrative Assistant position with knowledge in Microsoft Office, and IT support.
• Prior experience with Saudi Arabian government relations processes is preferred.
• Saudi National
• Excellent verbal and written communication skills with staff, management, and clients.
• Fluent in both Arabic and English (speaking, writing)
• Ability to plan, organize, manage, prioritize, coordinate workflow, and successfully execute multiple tasks.
• Strong computer and office equipment operation skills including competence in Microsoft Office Suite (specifically Outlook, Word, Excel, and PowerPoint).
• Proven competence in managing all administrative activities and needs of a small office environment.
• A/E/C industry experience and knowledge a plus.
• Strong organizational and communication skills
• Attention to detail
• Discrete, dependable and conscientious
• Excellent inter-personal skills
• Proactive
• Client-service oriented
• Physical presence in the office is required

Overview