Administrative Assistant

Overview

We are seeking a dedicated Administrative Assistant to support the Chairman and Vice Chairman at a location in Industrial City - Phase 1 - Al Mahjar, Jeddah, Saudi Arabia. This role involves handling confidential and sensitive information, requiring discretion, diplomacy, and excellent judgment. The assistant will provide secretarial, clerical, and administrative services including diary management, correspondence, visitor reception, and compiling reports.

Key Duties

• Manage the Chairman's daily calendar with absolute accuracy, ensuring all meetings and appointments are well organized.
• Coordinate meetings by sending invitations, preparing agendas 24 hours prior, and distributing minutes within 24 hours post-meeting.
• Attend meetings where required and take minutes.
• Serve as the primary point of contact for the Chairman, interfacing with internal and external stakeholders professionally.
• Draft and prepare correspondence, official letters, reports, and presentations, ensuring timely submission and professional standards.
• Screen incoming telephone calls and inquiries, handling them appropriately and courteously.
• Arrange travel plans including flights, hotels, visa processing, and ensure compliance with company-wide travel policies.
• Prepare travel expense reimbursements following International and Local Business Travel policies.
• Maintain the Chairman's office, ensuring equipment and facilities are functional and well maintained.
• Manage stationery and office supplies, optimizing inventory without compromising cost efficiency.
• Develop and maintain office systems such as data management, filing, and document circulation.
• Coordinate communication flow, prepare standard replies, and gather background information as necessary.
• Provide any additional administrative support to the Chairman and his family as needed.

Qualifications and Eligibility

• A graduate from a recognized university.
• Fluent in English and Arabic with strong reading, writing, and speaking skills.
• Preference given to Saudi nationals.

Additional Information

Applicants are invited to apply by completing the designated application form. This position requires considerable discretion, confidentiality, and the ability to operate autonomously within a fluid set of guidelines and policies.