Administrative Executive

About This Role

Role Overview:

The Administrative Executive plays a key role in ensuring the smooth and efficient day-to-day operations of the office by overseeing front office management, administrative coordination, and facility support. As the first point of contact for visitors and internal stakeholders, this role requires a highly professional, organized, and service-oriented individual who can manage multiple responsibilities while maintaining a high standard of operational excellence.

Key Responsibilities:

Front Office & Communication:

• Manage incoming calls, screen and direct them appropriately, and handle inquiries in a professional manner.
• Welcome and assist visitors, ensuring a positive and professional first impression.
• Act as a central point of contact for internal and external communication.

Administrative & Office Management:

• Maintain and update records related to couriers, attendance, and internal logs.
• Handle incoming and outgoing mail, courier services, and document distribution.
• Maintain updated internal directories (extensions, emails, contacts).
• Coordinate meeting room bookings and support internal and external meetings.

Facility & Office Coordination:

• Ensure the reception, office areas, and meeting rooms are clean, organized, and presentable.
• Oversee parking coordination and ensure proper space allocation.
• Support overall facility management to ensure smooth office operations.

HR & Attendance Support:

• Assist in preparing daily and monthly attendance reports.
• Track employees leave (annual, sick, etc.) and maintain accurate records.
• Reconcile biometric attendance data with departmental rosters.

Employee Engagement & Support:

• Assist in organizing company events, celebrations, and engagement initiatives.
• Coordinate employee recognition activities (birthdays, special occasions, etc.).
• Manage employee ID card issuance and maintain related records.

General Support:

• Prepare visitor gate passes and maintain visitor logs in line with security requirements.
• Support executives and departments with administrative tasks as needed.
• Handle ad-hoc duties assigned by management.

Required Qualifications:

• Minimum 2–3 years of experience in administration, office management, or a similar role.
• Fluency in both Arabic and English (spoken and written) is mandatory.
• Strong customer service orientation with a professional demeanor.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) .
• Strong organizational and multitasking abilities.
• High attention to detail and ability to work in a fast-paced environment.

Key Competencies

• Communication: Clear, professional interaction with all stakeholders.
• Customer Service: Positive and responsive approach to visitors and employees.
• Organizational Skills: Strong ability to manage multiple priorities efficiently.
• Problem Solving: Ability to handle issues proactively and effectively.
• Time Management: Efficient prioritization and execution of tasks.
• Team Collaboration: Works closely with HR, Admin, and other departments.
• Confidentiality: Maintains discretion when handling sensitive information.
• Attention to Detail: Ensures accuracy across records, reports, and coordination tasks.
• Adaptability: Comfortable handling dynamic tasks in a fast-paced environment.